Division of Enrollment

Job Description



Position Title:      Financial Aid Director

Department:        Student Financial Services

FLSA:                    Exempt


Working Relationships:

  • Reports to: Vice President for Enrollment and Marketing
  • Works Closely with: Enrollment Office, Business Office and Finance Affairs, Office of Admission, University Registrar, Marketing and Media Relations, Office of Institutional Research, CAPP Office
  • Directly Supervises:  Assistant Director of Student Financial Services, Financial Aid Counselor, Student Financial Services Representatives (3), Administrative Assistant


Job Summary:      Directing the Office of Student Financial Services, a one-stop-shop for both financial aid and billing operations (student accounts); the Financial Aid Director provides leadership and oversight of all financial aid operations and processes for the University including Federal, state, institutional, veterans benefit programs and private/outside aid.  Additionally, the Director ensures accuracy of all student accounts, billing and collection practices while providing excellent customer service toward increasing student access, persistence and graduation.  



All employees are expected to uphold the values of the university.  At Millikin University, we value:

  • Commitment to the discovery of knowledge
  • Civil debate
  • Passion and enthusiasm
  • Dignity and respect for individuals
  • A diverse and inclusive community
  • Integrity and responsibility
  • Advancement of the greater good


Primary Responsibilities:

  • Provides leadership, management, and supervision for all student financial aid awarding, verification processes and scholarship programs while maintaining compliance with all Federal and state regulations.


  • Administers the processing of more than $50M in financial aid consisting of Federal, State, Veteran and Institutional Programs and an additional $3M in outside scholarships.


  • Researches, interprets, and applies policies for financial aid to ensure compliance withTitle IV, Federal Military benefits, state financial aid programs, as well as provides policy guidance for institutional scholarships and grants.


  • Serves as liaison to U.S. Dept. of Education and Illinois Student Assistance Commission for aid administrations and compliance.  Is responsible for E-CAR updates, Program Participation Agreement compliance and re-certification


  • Partners with the Vice President for Enrollment and Marketing to research, analyze, develop, and revise financial aid strategies to maximize enrollment and increase retention annually.


  • Reviews Ellucian Banner release guide and other documentation while working with Information Technology Office to implement Ellucian Banner upgrades and patch resolutions. 


  • Routinely works to set-up aid year in both production and test environments of the Ellucian Banner system to test and process financial aid including, but not limited to: Pell Grant, SEOG Grant, TEACH Grant, Direct Loan, State of Illinois MAP Grant awarding, as well as, institutional financial aid strategies for recruitment, budget /cost of attendance construction and financial aid award letter production


  • Provides information and assistance in annual audit of financial aid delivery and serves as audit liaison for Federal and State reviews.


  • Works with Institutional Research to provide data for required reports such as IPEDS, MAP Grant Advising narratives, as well as provides common data set information for surveys such as U.S. News and World and Petersons, NACUBO and other reports.


  • Responsible for financial aid specific mandated reporting such as FISAP, NCAA Division III financial aid report and budget submission data to ISAC.


  • Updates the Net Price Calculator (NPC) with the University’s chosen NPC vendor to ensure accurate estimates.


  • Develops and implements various aid policies and practices such as; Year-round Pell, summer financial aid awarding, Satisfactory Academic Progress (SAP) policy Withdraw/Unofficial withdraw, book voucher availability to Pell Grant recipients, professional judgement for special circumstances and dependency overrides, etc.


  • Participates as a member of the Standard Academic Progress (SAP) Committee, responsible for responding to SAP appeals and financial aid extension applications.


  • Sets-up 3rd party billing module in Ellucian Banner to invoice 3rd party contracts with employer sponsored programs and international partners


  • Supports and recommends professional development opportunities for self and staff to ensure all are current with regulations and policies and monitors college compliance in meeting state and Federal regulations.


  • Counsels students, parents, faculty and staff regarding financial aid offerings. Serves as the first point of escalation concerning student issues.


  • Participates and presents during Admission visit days, high school financial aid nights, University registration days and other financial aid outreach opportunities.


  • Responsible for office budget administration and expenses.


Other Duties:

  1. Oversees the processing of credit balances (refunds) to students and parents
  1. Processes Federal Work Study variance forms.
  1. Identifies students with outstanding balances and communicate potential financial aid or retention options.
  1. Oversees protocol for delinquent accounts and procedures for submission to Millikin’s collection agencies.



Minimum Position Qualifications:

  • Bachelor’s degree, Master’s degree preferred
  • Minimum 8 years related experience
  • Familiarity with computerized accounting/administrative system (Ellucian Banner preferred)
  • Proficiency with spreadsheets, Microsoft Office suite, database and other PC-based software tools
  • Strong analytical, organizational, interpersonal and management skills
  • Excellent communication and presentation skills, business acumen and customer service skills
  • High ethical values
  • Knowledge of Federal (Title IV) and state regulations related to financial aid
  • Ability to supervise employees in a complex environment, while successfully managing multiple projects and deadlines
  • Establish priorities and set and achieve goals


Work Environment

Manual Dexterity

  • Heavy use of personal computer keyboard and mouse
  • Ten-key

Physical Effort:             

  • Requires high energy level due to volume of work and dynamic environment;
  • Occasionally lifting 25 lbs. or more


Working Conditions

  • Typical working conditions found in most administrative work areas; extended periods in seated position
  • Scheduling flexibility is required to accommodate changing business needs
  • Position sometimes requires extended hours; periodic travel
  • High integrity to handle confidential information


Hazards:  Little or no exposure to hazards