Job Posting Title:

Program Administrator, Student Financial Services

----

Hiring Department:

Department of Medical Education

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The Department of Medical Education at the Dell Medical School is looking for a Program Administrator, Student Financial Services.

Purpose

The Program Administrator for Student Financial Services provides current and prospective students of Dell Medical School with a comprehensive array of support and information regarding the most optimal selections for affording and financing their educational and living expenses. In addition, this individual will serve as a primary liaison between Dell Medical School and offices of The University of Texas at Austin to ensure a medical-student focused approach regarding financial aid, scholarships, financial guidance, and tuition. The Program Administrator leads strong communication with the student body and associated programs to facilitate financial literacy, manage indebtedness, and provide guidance throughout the program.  

Responsibilities

FINANCIAL AID COORDINATION: Facilitate a medical student focused approach of university financial aid services. Process annual federal aid applications. Liaise with institutional financial aid administrators to disperse aid in a timely and compliant manner. Compile data for required reporting to external and governing agencies. In coordination with university partners, advise applicable students concerning veteran benefits. Report student withdrawals, leaves of absences, and enrollment changes to the university financial aid office; accordingly collaborate on returns of funds to federal entities and/or related collections from students. Process financial aid appeals as needed. 

FINANCIAL COUNSELING: Offer appropriate financial counseling and advise students about academic progress requirements, financial aid eligibility, application procedures, aid programs, costs, indebtedness, money management, enrollment implications, and financial planning. In collaboration with academic records staff, track student satisfactory academic progress. Provide structured support for students in appealing academic progress with the university financial aid office. Support the affordability of attendance and student debt reduction through identifying and leveraging available resources for students. Provide complex support in maintaining and improving medical student satisfaction with the service quality of financial assistance and debt management. Coordinate financial literacy programming. Disseminate literature regarding federal financial aid, scholarships, employment, and grants. Contribute information concerning financial aid, scholarships, tuition, and related realms for recruitment literature and presentations. Prepare and deliver presentations discussing the financial assistance opportunities available for current and prospective students. Maintain periodic communication with the student body individually and at large. 

SCHOLARSHIP COORDINATION: Lead the solicitation and collection of scholarship applications. Process awarding in accordance with Dell Med and UT Finance procedures. Maintain applicable scholarship budgets, reconcile student issuances, and provide running balances as requested. In collaboration with student affairs administration, coordinate recipient selection. Determine scholarship eligibility in accordance with predetermined criteria and related requirements. Provide guidance and continued communication in response to inquiries concerning eligibility criteria, application requirements, award amounts, deadlines, and related information. Compile data and prepare reports concerning scholarship activity within DMS. 

STUDENT ACCOUNTS COORDINATION: Serve as the lead liaison between students and the university student accounts receivables office. In tandem with the issuance of student bills by the university, proactively track the status of students’ payments, confirmation of attendance, and fiscal holds. Contact students regarding these matters and ensure they are addressed within the university-prescribed timeframe. Where directed by student affairs leadership, post pertinent charges relating to student health insurance to student accounts. Provide student account data to student affairs staff in support of the registration, orientation, and graduation processes. 

STUDENT INCIDENTALS AND COMPLIANCE SUPPORT: Serve as liaison with clinical partners for billing and insurance claims regarding workplace needlesticks and bodily exposures. Assist the Student Services team to ensure student compliance and eligibility to continue enrollment (e.g. assist the Student Services team with immunization requirements for students). 

MEDICAL SCHOOL SUPPORT: Represent DMS Student Affairs at professional and/or sponsored events. Where needed, assist the screening, review, and outreach for prospective students throughout the admissions cycle. Participate in welcome ceremonies, orientation activities, and procedural onboarding of students. Maintain professional relationships with external agencies and constituents throughout the university.

Other related duties as assigned.

Required Qualifications

Bachelor’s degree and seven (7) years, or master’s degree of a relevant discipline and five (5) years, of full-time work experience coordinating or managing a program of counseling, advising, education, enrollment, financial aid processing, or personal finances. Three years of which must be in an environment of higher education. Working experience of the Free Application for Federal Student Aid. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. A self-starter ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Highly detail-oriented.  Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Two years’ full-time work experience within an LCME Accredited MD Program in the United States as a financial aid officer or position of relevant scope. Working knowledge with and solid understanding of information solicited by the Liaison Committee on Medical Education, the Association of American Medical College, and the U.S. Department of Education. Experience processing data within a large enterprise resource program and/or with the coordination of scholarship programs. Relevant certification(s) issued through the Financial Industry Regulatory Authority or similar entity.  Experience with UT Austin financial aid systems. Experience in medical education and/or graduate programs.  

Salary Range

$70,000+ depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Use of manual dexterity.

Lifting and moving.

Occasional weekend, overtime and evening work to meet deadlines.

Occasional interstate, intrastate and international travel.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

----

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

----

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

----

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

----

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

----

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

----

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

----

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

----

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.