Deputy Executive Director, Scholarships & Financial Aid (PRN26120B)

Utah, United States
$110,000.00 - $135,000.00
Jun 02, 2021
Employment Level
Employment Type
Full Time

The Deputy Executive Director serves as second in command for the office and serves in place of the Executive Director’s absence. Primary responsibilities: serves as primary support to the Executive Director; oversees effective office operations and programs management; ensures logistics/standards for processing and service are timely, accurate, efficient, inclusive, and equitable; monitors institutional and student eligibility requirements; coordinates and submits updates to program participation agreements; and ensures completion of surveys and annual reports.

University of Utah Job ID# PRN26120B - 00294 - Financial Aid

COMPENSATION: $110,000 to $135,000/year

WORK SCHEDULE: Full Time, Monday thru Friday; 8:00 – 5:00 with some weekend and evening work as necessary


  1. Operations and Programs Management
    a. Oversees effective management of office operations and management of scholarship and financial aid programs
    b. Ensures effective planning, preparation, and training for area and supervised staff
    c. Coordinates origination, disbursement, and reconciliation of all scholarship and program fund accounts
    d. Reviews and approves annual cost of attendance budgets, loan period dates, and disbursement dates
    e. Ensures outreach programs are clear, helpful, inclusive, and equitable; approves office communications (print, media, and web content and format)
    2. Processing and Service Logistics
    a. Establishes and adjusts service and processing benchmarks to ensure processing is completed and services are delivered timely, accurately, efficiently, and effectively, as well as in an inclusive and equitable manner
    b. Facilitates collaborative communications and processes among partner offices to help ensure timely and accurate delivery of student scholarship and financial aid funds, as well as sharing data and information affecting student eligibility
    c. Supports integration of processing and service of scholarship and financial aid programs; identifies technical solutions necessary to streamline processes related to financial aid applications, review, disbursement of funds and reporting requirements
    3. Institutional and Student Eligibility
    a. Monitors statutory, regulatory, and policy changes affecting student eligibility for scholarships and financial aid programs at the university
    b. Coordinates and submits updates to institutional eligibility, program participation, and other legal agreements
    c. Maintains documentation of Title IV eligible programs of study, including definitions of an academic year and program calendars
    4. Reporting and Data Analysis
    a. Approves all financial aid reporting to external organizations or national surveys prior to submission
    b. Compiles and distributes year-end reports on aid distribution patterns, overall office operations, and general trends in scholarships and financial aid
    c. Monitors the expenditure of state, federal, private, and university funds to ensure fiscally-sound program administration and full utilization of funds; develops fund utilization strategies
    d. Contributes to financial aid data requests and data analysis
    e. Anticipates problems where data/trends provide indicators; develops mitigation plans
    f. Formulates and applies research in developing financial aid policies and programs that promote recruitment, retention, and student success
    5. Training and professional development; maintain professional demeanor
    a. Maintains current knowledge of policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering the federal, state, institutional, and private financial aid programs
    b. Actively participates in professional meetings, conferences, and workshops; meets and communicates regularly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution
    c. Assists with maintaining current and accurate policies and procedures; Provides clear and accurate documentation of transactions, conversations, interactions, and edits to records affecting student eligibility and/or compliance with applicable regulations, statutes, and/or policies
    d. Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public
    6. Management of office; effective management of area
    a. Actively participates in office management, including planning and directing personnel and financial/budget activities, data/statistical reports and evaluations, and complex funding applications
    b. As part of overall office management, ensures processes are programmed and executed appropriately and effectively in systems and technology platforms; routinely and thoroughly reviews output for accuracy and compliance
    c. Serves on and/or oversees various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees
    d. Represents the office professionally and effectively among university and external constituents; faithfully fulfills duties in the absence of the Executive Director.
    e. Effectively supervises and manages areas of responsibility
    f. As a member of office compliance team, reviews outcomes of internal and external audits (including intra-office random sample audits), on at least an annual basis, to assess efficiency, effectiveness, and compliance of manual processing, automated systems programming, data and information reliance/assumptions, and service/communications; determines necessary actions and resolutions
    g. Maintains effective working relationships with university departments and serves as a resource regarding scholarship and financial aid issues, policies, and procedures
    h. Advocates for federal, state, and institutional funding for students and assesses the impact of policies, proposals, and/or legislation on the university’s students
    i. Performs other duties as assigned by the Executive Director

    This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.

QUALIFICATIONS: Bachelor’s degree in Business Administration or related area, or equivalency; eight years of progressively more responsible management experience; and demonstrated leadership, human relations and effective communications skills required.

Master’s degree in Business Administration, or related area preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

PREFERENCES: Master’s degree in Higher Education or Business Administration, or related area, preferred. Prefer demonstrated experience and judgment to plan and accomplish goals while successfully performing a variety of complicated tasks. Prefer experience leading and directing the work of others, as well as substantial experience managing and administering scholarship and financial aid programs and related regulations.



The University of Utah is an Affirmative Action/Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. Please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/TDD), for further information or to request an accommodation. The University of Utah is committed to diversity in its workforce. Women and minorities are encouraged to apply.