Senior Financial Aid Administrator

Job Purpose

To support the Financial Aid Manager in the delivery of financial aid programs for US students. The role includes providing advice and guidance on financial aid options, managing financial aid processes, ensuring compliance with relevant regulations, and developing and maintaining internal procedures.

Main Duties and Responsibilities

Management of the institution’s US Federal Loan and Veteran’s Affairs Benefits Programme administration, including loan origination, disbursement, and reporting. Maintain records and plan and prioritise work, to ensure that deadlines are met, and an effective service is provided to students and other stakeholders.

Provide guidance and support to students about financial aid options, eligibility requirements, and application procedures. Develop and maintain resources for students regarding Federal Aid programmes.

Monitor and maintain compliance with funder and institutional policies and regulations related to financial aid.

Co-ordinate and support the annual audit and the triennial recertification process of US Federal Loans.  Work with the Financial Aid Manager, Finance Office colleagues, auditors, and US Dept of Education to ensure regulatory compliance and the implementation of audit recommendations.

Work with the Financial Aid Manager to develop and implement policies and procedures that ensure the efficient and effective administration of financial aid programs.  Contribute to a culture of continuous improvement through identifying and implementing process improvements to enhance the student and staff experience.

Serve as a liaison between the institution and external agencies and organizations, such as US Dept of Education, funding providers and auditors.

Coordinate with other departments within the institution to ensure that financial aid programs are integrated with academic programs and student services.

Collate and compile reports and statistics in relation to the University of Glasgow’s US Loans programme.

Participate in professional development activities to stay informed about changes and trends in financial aid policies and practices.

Support the Financial Aid Manager in developing and administering wider financial aid programs for students and undertake other relevant duties appropriate to the post/grade.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role. 

A2 A strong working knowledge of Microsoft packages, including Word, Excel, and Outlook.

A3 Higher level or equivalent in English and Maths. 

Desirable

B1 Knowledge of student financial aid schemes and US government regulations relating to student finance and Federal Loans.

B2 Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma or equivalent in a business or financial discipline.

Skills

Essential

C1 Excellent numeracy and IT skills.

C2 Good interpersonal and communication skills.

C3 Ability to develop and apply specialised knowledge in an organisational setting.

C4 Excellent customer service skills

C5 Proven ability to plan, organise and prioritise a large and complex workload effectively and meet tight deadlines without supervision.

C6 Initiative and judgement to resolve problems independently.

C7 Ability to multitask and pay attention to detail.

C8 Able to work both independently and as part of a team.

C9 Able to work flexibly and demonstrate a positive and enthusiastic approach.

Desirable

D1 Proficiency in use of Agresso.

D2 Proficiency in use of MyCampus.

Experience

Essential

E1 Experience in a busy and varied and customer focused environment.

E2 Experience working and liaising with internal and external stakeholders.

E3 Experience working with a wide and varied customer base.

E4 Experience of using specialised IT systems and software.

Desirable

F1 Relevant experience gained in a similar role.

Dimensions

This role is critical to ensuring that students have access to the financial support they need to achieve their educational goals. It requires good organisation, attention to detail, and a deep understanding of financial aid policies and regulations. We administer~$16.3m/£11.7m loans and ~400 US Federal Loan funded students.  The Financial Aid Team are responsible for over £37m of funds for ~4000 students.  This role has supervisory responsibility.

Job Features

Planning and Organising

Highly effective planning and organizational skills to manage a high and varied workload.

Ability to plan work months in advance and on a daily/weekly basis.

Knowledge and control of mandatory entrance and exit counselling provided to US loan students.

Organize and prioritize the workload effectively and efficiently without supervision to meet tight deadlines.

Supervise other staff supporting US Loans.

Decision Making

Calculate loan amounts for each student and endorse school certificates using provided student documents and reference to US Dept of Education legislation and guidelines.

Manage work efficiently and effectively to meet deadlines despite competing pressures and priorities.

Understand and apply complex policies and procedures to non-standard or unusual student circumstances.

Ensure representation and consideration of US Loan program regulations and requirements during policy, system, and process revisions within the University of Glasgow.

Make clear decisions and resolve complex problems independently using judgement and experience.

Calculate eligibility and entitlement for U.S. Federal Loans and other Financial Aid.

Internal/External Relationships

Daily communication and guidance on financial matters to students, staff, and external customers.

Sensitivity, resilience, and professionalism required when dealing with students in financial difficulty.

Liaising with colleagues at the University Finance Office and other units about U.S. Federal Loans

Representing the University of Glasgow at meetings with other universities and stakeholders, such as the International Education Council and Western Union

Regular contact with U.S. loan lenders, guarantee agencies, and servicers to process loans and promote best practices.

Annual contact with auditors necessary to comply with U.S. student loan legislation.

Problem Solving

Respond to complex enquiries from students funded by U.S Federal Loans, including funding and tuition fee liability calculations.

Act as intermediary between students, lenders, guarantee agencies, Western Union, the University Finance Office, and servicers.

Solve problems related to individual loan processing and audit queries, showing initiative under pressure and working to tight deadlines.

Apply specialist knowledge and formulas to calculate loans and fee liabilities according to the US Department of Education’s Return of Title IV Funds policy.

Use discretion when dealing with customers and sensitive Financial Aid information.

Other

This role involves supervisory responsibility.

Terms and Conditions

Salary will be Grade 6, £31,502 – £35,308 per annum.

This post is full time (35 hours per week) and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension – pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.