Assistant Director for Training

Details

Open Date 11/25/2024

Requisition Number PRN40412B

Job Title Manager, Student Services

Working Title Assistant Director for Training

Job Grade E

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday thru Friday; 8:00 – 5:00 with some weekend and evening work as necessary

VP Area Academic Affairs

Department 00294 – Financial Aid

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $55,000 – $56,430

Close Date 02/25/2025

Priority Review Date

Job Summary

The position is responsible for developing and overseeing training programs and content related to scholarships and financial aid processes, programs, and administration. Serves as office lead for ensuring staff training and on-boarding occurs consistently and on a planned schedule. The position also assists with processing and service areas of the office during peak periods and on special projects. Responsibilities include effective supervision of permanent and/or temporary staff members.

Responsibilities

1. Training

• Establishes, monitors, and maintains training calendars/plans in consultation with fellow managers
• Develops and manages effective and compliant training programs for staff; Conducts general or specialized training sessions; Assists office supervisors in planning and developing training for the staff they supervise
• In collaboration with office management team, establishes and modifies, as necessary, onboarding training plans/content that is position-appropriate; cultivates and implements refresher training annually
• Helps staff formulate training objectives and utilize appropriate instructional methods; Selects or develops teaching aids and reference works
• Formulates teaching objectives that conform with selected instructional methods such as individual coaching, group instruction, lectures, demonstrations, conferences, meetings, and workshops
• Along with office Administrative Manager, maintains documentation of training and professional development activities for office
• Serves as part of team to assess training needs of office; identifies training and professional development opportunities
• Maintains office library of presentation/training content and related materials
• Assists management with strategic planning of departmental objectives and develops training mechanisms designed to enhance those goals

2. Service , Processing , And Communications

• Helps effectively advance processing and service workloads including delivery of services and processing; adjusts accordingly to ensure balanced, timely, accurate, well-documented, equitable, and inclusive services and processing within benchmarks established by supervisor and/or office management team
• Provides timely, accurate, and complete information to students, parents, and colleagues
• Determines eligibility for scholarships and financial aid and determines types and amounts to be awarded in accordance with established federal and university standards and guidelines.
• Professionally addresses and works toward resolution of complex or novel situations encountered in processing and service work of office
• Ensures professional delivery of services, including maintenance of data/information security, privacy, and confidentiality
• Follows appropriate records management procedures and complies with recordkeeping and archival requirements
• Communicates policies and procedures (including rights and responsibilities) to students, families, and colleagues in an accurate, timely, effective, thorough, equitable, and inclusive manner
• Completes multiple complex reports used to monitor and assure service and processing benchmarks, as well as accuracy of eligibility and payments
• Effectively determines and conveys student and program eligibility requirements, particularly pertaining to resolving student/parent inquiries for assistance; ensures appropriate level of investigation to aid in thorough, accurate, and timely responses
• Applies verification and appeals policies/requirements accurately, consistently, fairly, and equitably
• Monitors and adjusts, as appropriate, student financial aid awards to ensure timeliness and accuracy

3. Professionalism And Professional Development

• Maintains current access to systems affecting position responsibilities
• Maintains current knowledge of policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering federal, state, institutional, and private programs, including associated systems and emerging technologies
• Actively participates in professional meetings, conferences, and workshops; meets and communicates clearly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution
• Participates in approved professional development activities in coordination with supervisor
• Ensures area policies and procedures are current and accurate
• Supports financial aid outreach events, ensuring delivered information and question responses are accurate, timely, complete, and professional
• Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public
• Collaborates with other employees on office committees regarding policy, procedures, and training opportunities
• Assists in training new employees (permanent and temporary, including interns and graduate assistants), as needed

4. General Office Support And Effectiveness

• Effectively participates in and oversees area(s) of responsibility
• Partners in monitoring and assurance that overall office operations are functional, accessible, efficient, compliant, and free of conflicts of interest
• Directs timely and accurate completion of workload, including efficient monitoring and distribution of workload; proactively coordinates with colleagues and managers to ensure effective office-wide coordination and delivery of processing, services, and outreach activities
• Routinely and thoroughly reviews output and reports for accuracy and compliance
• Follows established timelines/calendars for projects/tasks; provides updates as necessary
• Ensures communication of policies and procedures (including rights and responsibilities) to students, families, and colleagues occurs in an accurate, timely, effective, thorough, equitable, and consistent manner
• Routinely informs supervisor and senior management team of status updates regarding the designated programs/processes; advises management of anomalies, trends, or patterns affecting student and program eligibility
• As needed, serves on and/or oversees various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees
• Maintains effective working relationships and serves as a resource regarding scholarship and financial aid issues, policies, and procedures
• Collaborates on office-wide training and development plans
• Performs other duties as assigned by supervisor and/or Executive Director, including providing assistance in other areas within UOSFA during peak or seasonal periods for processing and service

Minimum Qualifications

• Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience).
• Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Master’s degree in a related area may be preferred.
• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Prefer prior experience developing or delivering training, as well as previous work experience in a higher education setting. Also preferred is the demonstrated ability to work with and serve all University students.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

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