Assistant Director, Financial Aid & Admissions

Detailed Job Listing:

job family: managerial and professional  

STARS Requisition: 45464BR
University Job Title: Student Services Officer 3
Department Job Title: Assistant Director, Financial Aid & Admissions  

Grade: 23

Position Focus: 

Reports to the Director of Financial Aid, with a secondary reporting relationship to the Deputy Director of Admissions for Operations and Enrollment. Manages systems and operational procedures around recruitment, applications, enrollment, student records, loan processing, and financial aid communications, ensuring the highest level of student service engagement for the School of Management.

Essential Duties: 

  1. Slate CRM super-user for admissions instance, and Slate process innovator. Manages MBA CRM/Slate needs, automating and improving processes where possible. Initiates and implements financial aid improvements within this system. Educates team on best practices, enabling easy transition among staff members and easy access to accurate information for all admissions team members. Shares best practices and mentors colleagues in Slate across SOM.
  2. Ensures accurate and timely data in Banner from the admissions module to student record creation and financial aid modules. Ability to use Brio Hyperion to write and edit reports to pull data out of Banner.
  3. Coordinates enrollment services across SOM, including liaising with SOM IT, Central IT, Student Academic Services, IT, and the Business Office; also coordinates and liaises with outside organizations (i.e., ReVera, Consortium for Graduate Study in Management) and other Yale departments.
  4. Resolves database issues identified by the federal government regarding changes in immigration registration status and selective service.
  5. Effectively communicates to and counsels 800 current and 700 prospective students on financial aid procedures, eligibility requirements, federal and institutional policies and procedures, the coordination of financial aid packages with educational expenses, debt management, etc. Provides timely and accurate responses.
  6. Primary responsibility for loan processing packaging and verification (approximately $25M/year) for roughly 800 current students at the School of Management, including data retention and integration with current systems that manage Title IV compliance.
  7. Executes most tasks associated with the Loan Forgiveness Program, including online application, MS support calculators and student/alumni messaging. This program’s outlays are approximately $1.5M/year and cover 160 participants.
  8. Manages the uploading and processing of admissions data from outside vendors such as Pearson Vue, ETS, and the Consortium for Graduate Study in Management, including tracking applications and interfacing with outside vendor staff.
  9. Pro-actively, independently and consistently conducts follow-up and problem-solving with applicants to ensure complete applications are available to the admissions committee in a timely fashion. Participates in high-volume admissions office activities, including, but not limited to, processing and tracking applications. Provides required documentation for weekly admissions committee. Records all decisions and follow-up actions from committee.
  10. Oversees projects related to the coordination and mailing of materials to admitted students.
  11. Leads class survey creation and implementation using Qualtrics; assists with survey data analysis.

Required Education & Experience: 

Bachelor's degree in a relevant field and four years of experience in a related field or an equivalent combination of education and experience.   

Required Skills & Abilities:   

  1. Excellent computer skills. Familiarity with software systems that support recruiting, communications, and admissions review. Knowledge of and expertise with online financial management systems (such as Banner, Slate, etc.). Ability to work with a variety of computer applications, especially Microsoft Excel.
  2. Ability to administer financial aid services while exercising fair and professional judgment. Ability to counsel students, admitted candidates and alumni on personal finance matters relating to graduate program attendance.
  3. Excellent organizational and project management skills, with emphasis on attention to detail and accuracy and multi-tasking. Ability to present financial aid matters within and across Admissions, Student Academic Services, Development and Alumni Relations, and the Business Office.
  4. Exceptional interpersonal skills. Contributes ideas and consistently contributes to improve all processes for teams to ensure excellent enrollment services to students, prospective candidates and alumni. Function effectively as part of two teams.
  5. Strong analytical skills. High level of proactivity, ability to prioritize pending issues and activities, take appropriate initiative without waiting to be instructed, and to involve and mobilize other team members when a particular situation warrants is integral to this role.

Preferred:

Working knowledge of Yale SOM admissions and financial aid policies and procedures, particularly as it relates to existing systems in place. Global orientation; experience working across countries and regions, and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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