Assistant Director, Financial Aid Services

Assistant Director, Financial Aid Services


Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Winterville, NC


$48,166.00 - $60,208.00 Annually


State of NC Full Time Benefits

Job Category

  • Professional

Application Period

Opens: Wednesday, March 1, 2023
Closes: Sunday, March 19, 2023

Target Start Date

Monday, May 1, 2023

Expected Work Hours


Reports to

Director, Financial Aid Services

Employment Type

Full-Time Position

Minimum Qualifications

Bachelor’s degree in Business Administration, Accounting, Financial Counseling, or closely related field; supplemented by four (4) years previous experience and/or training that includes financial aid program administration, financial counseling, basic accounting, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Preferred Qualifications

Data Utilization:  Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction:  Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity. Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning:  Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Dexterity:  Requires the ability to perform simple movements requiring moderate coordination, such as those required to operate office equipment or computer equipment.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Knowledge of Job: Has thorough knowledge of the methods, policies, and procedures of Pitt Community College and of departmental practices as they pertain to the performance of duties relating to the position of Assistant Director, Financial Aid. Has thorough knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. Has thorough knowledge of federal regulations relating to financial aid for college students, and of financial aid application procedures, documentation, and eligibility criteria. Has thorough knowledge of the rules, regulations, and guidelines governing various loans and grants, and is able to ensure adherence with same in processing applications. Has knowledge of accounting and bookkeeping practices and procedures as they apply to the position. Has knowledge of research methods and resources to identify potential financial aid funding opportunities. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Is able to effectively supervise and motivate assigned staff members. Is able to effectively communicate and interact with subordinates, supervisors, students, faculty, the general public, and all other groups involved in the activities of the department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Is able to use independent judgment and work with little direct supervision as situations warrant. Has the mathematical ability to handle required calculations using percentages and decimals. Is knowledgeable and proficient with computers. Is able to read, understand, and interpret financial, technical, and computer reports and related materials.

Quality of Work: Maintains high standards of accuracy in exercis­ing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and inter­acts with all departments/divisions, co?workers, students, faculty, and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, established policy, standards, and prescribed procedures. Accepts accountability for meeting as­signed responsibilities in the technical, human, and conceptual areas.

Attendance: Attends work regularly and adheres to established policies and procedures regarding absences and tardiness. Provides ade­quate notice to higher management with respect to vacation time and time?off requests. 

Initiative and Enthusiasm: Maintains an enthusiastic, self?reli­ant, and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibili­ty. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alter­native solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and proce­dures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or conse­quences are justified, i.e., poor communications, variance with established policy or procedures, etc. Offers suggestions and recom­mendations to encourage and improve cooperation between all staff persons and departments.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and college benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships with department employ­ees, students, faculty, managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the college and project a positive image. Tactfully and effectively handles requests, suggestions, and complaints from other departments and persons in order to maintain good will. Interacts effectively with fellow employees, supervisor, students, faculty, professionals, and the general public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time?management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meet­ings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the college and various regulatory agen­cies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means, and timing to achieve the goals and objectives of the department and the college. Within the constraints of established policy, formulates the appropriate strategy and tactics for achieving departmental and college objectives. Organizes, arranges and allocates manpow­er, financial, and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and college. 

Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all college and department matters affecting them and/or of concern to them.

Staffing: Works with other college officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and the college. Personally directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained.

Leading: Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of established goals and objectives.

Controlling: Provides a work environment which is orderly and controlled. Coordinates, audits and controls manpower and finan­cial resources efficiently and effectively. Coordinates, audits, and controls the utilization of materials and equipment effi­ciently and effectively. Has a clear and comprehensive under­standing of established standards, methods and procedures.

Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job, and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure, or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

Creativity: Regularly seeks new and improved methodologies, policies, and procedures for enhancing the effectiveness of the department and college. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.

Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.

Policy Implementation: Has a clear and comprehensive understand­ing of established policies regarding the department and college func­tion. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.

Policy Formulation: Keeps abreast of changes in operating philos­ophies and policies and continually reviews department policies in order to ensure that any changes in college philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same. 



Position Description

The purpose of the position is to assist in directing financial aid activities and to ensure effective operations of the financial aid office. Employees in this classification perform managerial, administrative, and advisory work. Position is responsible for coordinating financial aid office activities, establishing policies/procedures, administering budgets, providing financial aid advisement and assistance to students/parents, overseeing processing of applications, verifying/calculating eligibility for financial aid resources, preparing reports, and processing documentation. Performs related work as directed.  Reports to Director, Financial Aid Services.

Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.


Assists in ensuring departmental compliance with all applicable laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.

Consults with Director of Financial Aid Services and other officials to review department operations and activities, review/resolve problems, receive advice/direction, and provide recommendations.

Coordinates and oversees financial aid activities, including counseling of prospective recipients, monitoring and maintenance of awards/accounts, and preparation of reports/records.

Establishes policies and procedures governing refunds, repayments, or other department activities.

Develops and administers departmental and Pell Grant budgets; monitors expenditures to ensure compliance with approved budgets.

Provides financial aid advisement and financial resource advisement to students/parents; provides current, complete, and accurate information and assistance to individuals inquiring about student financial aid; advises students/parents regarding eligibility for North Carolina Community College (NCCC) Grant, Title IV funding, Pell grants, North Carolina student incentive grants, Stafford loans, Plus loans, supplemental loans, Hope Scholarship, Lifelong Learning Tax Credit, and/or scholarships; conducts interviews with students/parents to explain how financial aid affects processes such as registration, withdrawals from classes, and refunds.

Assists students with completion of applications/forms relating to various types of financial assistance, including grants, scholarships, and loans; sets up folders and verifies accuracy of documentation.

Supervises and assists with processing of incoming documents; reviews federal/state applications and attached documentation; verifies accuracy and completeness of all required documentation and information; coordinates contact with other financial aid offices or with College Foundation to verify eligibility of students; prepares and transmits various forms such as financial aid transcripts, Stafford Loan applications, and other pertinent data; certifies and transmits Stafford Loan applications via Internet.

Determines students’ budgets and ensures that students meets all requirements of grant/loan; calculates amount of grant/loan available for eligible students; selects recipients and determines amount of aid to be awarded; enters grant/loan information into computer; mails letters to students to inform them of loan amounts or ineligibility; performs record-keeping duties prior to disbursement of loan checks.

Monitors and maintains student awards; makes adjustments as required; ensures accuracy and balancing of all financial aid records.

Prepares and mails financial aid transcripts of former Pitt Community College students to other institutions as requested.

Attends and/or hosts workshops relating to financial aid.

Oversees work study program; oversees and monitors interviewing and selection of student workers, matching of students with available jobs, scheduling of student interviews with department supervisors, awarding of work study assignments, completion of paperwork, and follow-up after assignment to student work jobs; verifies payroll for work study students.

Compiles, designs, and revises annual publications of financial aid procedure manuals, financial aid brochures, consumer publications, and various forms utilized in the office; disburses copies of legislative changes pertaining to financial aid to appropriate offices.

Prepares or completes various forms, reports, correspondence, payroll documents, performance evaluations, budget documents, statistical reports, grant reports, loan reports, scholarship reports, recipient reports, applications, financial aid reports, pre-registration / registration lists, ineligible programs lists, attendance forms, travel reimbursements, purchase requisitions, or other documents.

Receives various forms, reports, correspondence, payroll documents, budget reports, statistical reports, grant reports, loan reports, scholarship reports, financial aid applications, loan applications, financial aid transcripts, tax returns, attendance reports, confirmation reports, appeal letters, loan checks, policies, procedures, regulations, legislation, manuals, handbooks, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, data transmission, Internet, or other software programs.

Conducts research to identify potential funding sources for students.

Communicates with supervisor, employees, other departments, college officials, faculty, students, parents, other educational institutions, granting agencies, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.

Attends various meetings, serves on committees, and makes presentations as needed.

Maintains a comprehensive, current knowledge of financial aid regulations, policies, and procedures and other applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Performs miscellaneous tasks as needed, which may include copying documentation, obtaining supplies from institutional bookstore, ordering materials/supplies via Internet, answering telephone calls, recording messages, or providing backup coverage for other positions.

Performs related duties as directed.

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