Log in


The University of Baltimore - Associate Director of Financial Aid

15 Mar 2023 9:19 AM | Thomas Healy

Vacancy number 301327

Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 03/10/23     Closes: Open Until Filled

Salary: Commensurate with qualifications

• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans

As a member of the Office of Financial Aid team, this position is primarily responsible for providing quality Financial Aid services for students, external partners, and the UBalt community.  This is accomplished through daily supervision and direction of staff, management of complex communication, reporting and processes, interpreting and complying with policies and regulation. This position must ensure accurate and timely support of UBalt’s prospective and current students and high quality response to students’ scholarship and financial aid needs.  The incumbent must successfully manage the multiple functions required of these offices to support recruitment, enrollment and retention.  This position leads the Office of Financial Aid counseling, and is also responsible for supporting a seamless, efficient enrollment and retention services delivery model.  This position develops and maintains documentation and conducts training for employees. This position manages the monthly reconciliation of all financial aid programs to ensure the integrity of aid disbursements and reporting. The Associate Director serves as the backup for the Director of Financial Aid as needed.

We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy.  Please save your required cover letter and resume as one document (please make the file name short and without spaces or special characters) and attach it in the resume location. To apply, visit http://www.ubalt.edu/candidate_gateway/erecruit.html. Additional instructions below.

Key Functions/Responsibilities/Tasks:

Work closely with OFA, Admission, Office of the Bursar, and Office of Records and Registration teams to ensure that all services and communications related to scholarships and financial aid, which are critical to recruitment, retention, and enrollment success, are accurate and timely.  This includes financial aid award and status updates, verification communications, scholarship status updates and communications, timely reminders related to scholarship, grant, and financial aid deadlines/calendars, registration reminders, graduation, certifications, aid disbursement dates and deadlines, and ongoing proactive outreach to students regarding financial aid and enrollment at UBalt. The Associate Director is also responsible for building/maintaining high touch relationships between prospective/current students and families and UBalt staff or faculty.

Support, implement, monitor and maintain combined/coordinated/seamless services for OFA and Bursar’s Office. This includes the Office of Financial Aid follow-up related to aid adjustments and disbursements, financial aid reductions or loss and the timeliness and implications of financial aid adjustments.

Support, implement, monitor and maintain combined/coordinated/seamless services for OFA and Records including: joint institutional enrollment policies and processes which impact financial aid (Study abroad, consortium agreement or IIR); financial aid follow-up as it relates to schedule adjustments or changes of status (full-time to part-time, withdrawals, etc.,); institutional policy and process (academic progress, Satisfactory Academic Progress, retention, Return to Title IV calculation) as they impact financial aid; monitoring and reporting on students’ satisfactory academic progress, retention; financial aid reductions or loss and the timeliness and implications related to these; loan eligibility information and in-school deferments; process to defer, release of defaults, NSLDS reporting

Work closely with the Enrollment Management Leadership Team to develop clear and concise training sessions and documentation, procedures for inter-office processes such as loan certifications, data entry, enrollment certifications, consortium agreements and inter-institutional registration processing, and general PeopleSoft functional knowledge.

Develops and oversees documented programs for the monthly reconciliation of Federal Aid programs, MHEC programs, and private loan awards.
•    Develops, maintains and runs queries, resolving identified discrepancies between Federal, State, Institutional, and Private scholarship, grant, and loan databases to ensure the integrity of financial aid disbursements, reconciliation and reporting
•    Responsible for troubleshooting disbursement error reports to resolve student issues in Oracle and external systems
Coordinates monthly state and federal drawdowns with University Comptroller

Conduct appropriate research and analysis of Financial Aid policy issues, and be fully informed as to federal and state regulation so that same is imparted accurately to staff.  Ensure that all office policies and awarding practices are within the federal and state regulatory requirements and guidelines.

Communicate with campus community and external audiences regarding financial aid programs and services.  Assist Admission Offices and other department with recruitment, retention activities and special events.  Schedule staff to be available for special events such as Admissions recruitment programs, off-site recruitment events, evening and weekend recruitment sessions, etc.

Required Education:
Bachelor’s Degree in Accounting, Finance, Business or other related field/discipline

Required Experience:
Five years of progressively responsible experience in financial aid, with some experience involving personnel supervision.   Experience within an ERP system environment.

Preferred Education:
Master’s Degree in Accounting, Finance, Business or other closely related field/discipline

Preferred Experience:
Demonstrated experience with managing projects in higher education. Experience with the Oracle PeopleSoft Campus Solutions financial aid module in a public 4-year higher education institution. Experience with document imaging and other administrative support systems. Experience working with MHEC programs.

Required Knowledge, Skills and Abilities:
Knowledge and demonstrated ability to manage Title IV financial aid programs with an emphasis on compliance and reconciliation through the Common Origination and Disbursement (COD) interface. Must possess a solid understanding of and ability to adapt to changing federal and state regulations. Must be able to effectively communicate complex ideas to various audiences. Must have effective task and time management abilities. Ability to manage multiple projects to meet deadlines is critical. Ability to provide training, support and development of a professional team that delivers high quality customer service. Ability to develop relationships with internal technology professionals and external vendors to ensure the continuation of essential services and compliance with University, state, and federal security policies.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy.  Information follows about submitting the electronic application and attaching your required cover letter and resume.

Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt Vacancies

The Candidate Gateway system serves as your connection to The University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UBalt’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.



Before you apply:

• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.


Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”

2. Education/Education History and References:

•Use the dropdown to enter your highest education level.  Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”

3. How did you find out about us/how did you find out about the job?

•After you enter this information, click “Save,” then click “Next.”

4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.


To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:

My Applications
Thank you for your interest in employment at The University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.


External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.

Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUBalt: use the internal applicant link, log into MyUBalt, then click the “View or Apply for Job Positions” link on the left.

•Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
•To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
•Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.

The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

Powered by Wild Apricot Membership Software