Director of Financial Aid

Director of Financial Aid (Hybrid)

Reporting to the Vice President of Enrollment Management, the Director of Financial Aid provides strategic leadership for the College's Financial Aid Office while serving as the institution's primary administrator responsible for Title IV compliance. This position oversees the administration of federal, state, institutional, and veteran educational assistance programs while ensuring ongoing compliance with all applicable federal and state regulations, Department of Education guidance, accreditation requirements, and institutional policies.

The Director develops and maintains financial aid policies, procedures, and internal controls; monitors regulatory changes; oversees audits and program reviews; manages departmental operations and staff; and collaborates with campus partners to support student success while minimizing institutional compliance risk. This position serves as a member of the College's Operational Leadership Team and works collaboratively with the Vice President of Enrollment Management to develop strategic financial aid initiatives and improve operational efficiencies.

Supervisor responsibilities: Six Financial Aid Staff members

Work Arrangement: Hybrid; the on-campus schedule will be established with the Vice President of Enrollment Management based on departmental coverage, student service needs, and institutional priorities.

Essential Functions include, but are not limited to:

Compliance & Regulatory Oversight

• Serve as the institution's primary administrator responsible for ensuring ongoing compliance with all Title IV federal student aid regulations.
• Maintain the institution's Title IV Program Participation Agreement (PPA) with the U.S. Department of Education.
• Develop, implement, and maintain financial aid policies, procedures, and internal controls that ensure compliance with federal, state, institutional, and accreditation requirements.
• Monitor changes to federal and state financial aid regulations and implement operational changes necessary to maintain institutional compliance.
• Lead institutional preparation for Department of Education Program Reviews, Single Audits, Veterans Affairs audits, PHEAA audits, and other regulatory reviews.
• Identify compliance risks and implement corrective actions and process improvements.
• Serve as the College's primary liaison for Title IV compliance by communicating regulatory changes and compliance expectations to appropriate campus departments.
• Ensure accurate and timely completion of all required federal, state, and institutional reports.
• Maintain departmental policies and procedures manuals and ensure ongoing compliance with regulatory requirements.

Financial Aid Administration

• Administer all federal, state, institutional, and veteran educational assistance programs.
• Oversee the administration of institutional and donor-funded scholarships, including eligibility criteria, application and selection processes, awarding, timely posting, renewal requirements, and monitoring of available funds; coordinate with Advancement and the scholarship committee to ensure awards align with donor restrictions and institutional policies.
• Monitor financial aid allocations, fund utilization, and scholarship expenditures to ensure effective use of available resources and adherence to applicable funding restrictions.
• Oversee the administration of Satisfactory Academic Progress (SAP) and the appeal process.
• Ensure accurate awarding and packaging of financial aid in accordance with applicable regulations.
• Establish packaging deadlines, monitor outstanding student files, and conduct regular quality assurance reviews to ensure accurate and timely awarding and resolution of errors.
• Maintain an assigned financial aid caseload and provide direct packaging, counseling, and operational support as needed.
• Advise students and families on financial aid eligibility, awards, and financing options; resolve complex financial aid concerns and escalated student issues.
• Oversee completion of Return to Title IV (R2T4) calculations and ensure all regulatory deadlines are met.
• Administer the Pennsylvania Higher Education Assistance Agency (PHEAA) State Grant Program and related state aid programs.
• Oversee administration of the Federal Work Study Program and Federal Supplemental Educational Opportunity Grant (FSEOG).
• Oversee Veterans Affairs certification processes.
• Develop, review, and maintain the College's annual Cost of Attendance.
• Collaborate with the Business Office to complete monthly and annual reconciliation of federal financial aid funds.
• Ensure accurate interpretation and application of all federal, state, and institutional financial aid regulations.

Leadership & Department Management

• Provide leadership, supervision, mentoring, and performance management for Financial Aid staff.
• Establish departmental goals, priorities, and performance expectations aligned with institutional objectives.
• Foster a culture of accountability, compliance, collaboration, and continuous improvement.
• Develop and coordinate ongoing professional development opportunities for Financial Aid staff.
• Oversee onboarding and training across all academic programs, confirm staff competency in packaging and compliance procedures, and maintain cross-training and coverage plans for essential departmental functions.
• Manage the department's annual operating budget and monitor expenditures.
• Evaluate departmental processes and implement efficiencies through technology and automation.
• Collaborate with Admissions, Student Affairs, the Business Office, Registrar, and other campus departments to support student enrollment, retention, and success.
• Maintain a high standard of customer service while promoting operational excellence.

Strategic Leadership

• Work with the Vice President of Enrollment Management to develop, implement, and evaluate financial aid leveraging strategies, including institutional grants, scholarships, and tuition discounts, to support recruitment, enrollment, retention, and institutional net tuition revenue goals while maintaining regulatory compliance.
• Participate in institutional planning and strategic initiatives as a member of the Operational Leadership Team.
• Research and implement financial aid technology solutions, automation, and operational improvements.
• Analyze financial aid trends, compliance metrics, audit findings, and departmental performance to provide recommendations for continuous improvement.
• Represent the College at professional organizations, conferences, and external meetings related to financial aid and compliance.
• May occasionally be required to attend evening or weekend events related to financial aid.
• Perform other duties as assigned.

Required Skills / Abilities

• Extensive knowledge of Title IV federal financial aid regulations, state financial aid programs, institutional aid, and financial aid administration.
• Demonstrated knowledge of financial aid compliance, internal controls, audits, and regulatory reporting.
• Ability to interpret complex federal regulations and apply them to institutional policies and procedures.
• Strong leadership, organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to build collaborative relationships across multiple departments.
• Budget management and fiscal oversight experience.
• Strong attention to detail and ability to manage multiple priorities while meeting regulatory deadlines.
• Demonstrated commitment to continuous process improvement and operational efficiency.
• Ability to maintain confidentiality and exercise sound professional judgment.

Qualifications

• Bachelor's Degree required; Master's Degree preferred in Higher Education, Business Administration, Finance, or a related field.
• Minimum of five (5) years of progressively responsible experience administering financial aid programs.
• Minimum of three (3) years of supervisory or management experience preferred.
• Demonstrated experience managing Title IV compliance, federal regulations, audits, and program reviews.
• Experience preparing for Department of Education Program Reviews, Single Audits, or similar regulatory reviews preferred.
• Prior experience with Anthology Student (former CampusNexus Student) highly desirable.
• NASFAA credentials, FAAC designation, or other professional financial aid certifications preferred.
• Significant professional development in financial aid administration and compliance preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Sitting or standing for extended periods.
• Ability to navigate several flights of stairs multiple times throughout the day.

Pennsylvania Institute of Technology shall, in its discretion, modify or adjust the position to meet the school's changing needs. This job description is not a contract and may be adjusted as deemed appropriate in the employer's sole discretion.

Pennsylvania Institute of Technology (P.I.T.) has a policy regarding post-offer background screening for all appropriate faculty, staff, and volunteers of the College. This policy includes but is not limited to verifying credentials, criminal history, credit status, and other information related to employment decisions. The College requires all new employees to have successfully completed background clearances. New employees must complete the background clearances prior to hire and, for those employees having direct contact with minors other than those described above, prior to the time they will begin having direct contact with minors and every 60 months thereafter. The College also reserves the right to require any employee to have a background check in its discretion during employment. Clearances required include a PA Statewide Criminal Record search, PA Child Abuse History, and FBI Criminal History record fingerprint search. A criminal record may be considered justification not to hire or for employment termination, depending upon the circumstances and record.