About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world. 

Job Summary

The Assistant Director of Financial Aid, Fiscal Operations, ensures financial compliance and reconciliation of all federal, state, institutional, and private financial aid programs. Under the direction of the Associate Director of Financial Aid, this position monitors fiscal operations, sets spending limits, evaluates internal controls, and oversees the disbursement of financial aid to students. The Assistant Director is responsible for configuring internal systematic financial aid transactions across multiple campus systems (Financial Aid, Student Accounts, PeopleSoft Financials) while ensuring accuracy and compliance. This role works closely with the Director of Financial Aid and all members of the Financial Aid team.

Essential Functions

Financial Management

• Sets up and configures all campus scholarships, grants, stipends, and loan funds within the campus Student Information System (PeopleSoft), ensuring proper fund disbursement controls, funding source allocation, and general ledger interface management.
• Prepares monthly reconciliation reports for all federal aid and private loan programs, identifying and resolving discrepancies.
• Monitors grant balances and recommends strategic budgetary actions and expenditures to ensure accurate reconciliation of grants and programs.
• Manages cash receipts and balances for financial aid programs, ensuring accurate recording and proper fund allocations.
• Analyzes bi-weekly Federal Work-study earnings and trends, providing recommendations to the Associate Director regarding awarding levels.
• Processes budget transfers and journal entries to maintain accurate financial aid accounts.
• Prepares budgetary and statistical reports as requested by the Director of Financial Aid.
• Assists with the annual Federal Student Aid application and Fiscal Operations Report (FISAP).
• Generates ad-hoc queries in PeopleSoft to support financial analysis, monitoring journal entries, quality control, error resolution, and trend analysis.

Student Financial Aid

• Supervises clerical staff responsible for processing Return to Title IV calculations for students who cease enrollment.
• Reviews, analyzes, and adjusts student aid packages for purged check payments from student accounts.
• Coordinates staff in updating student private loan awards as cash payments are received.
• Runs reports on students who have ceased enrollment and assists staff in aid cancellations, reductions, and removal of holds.

Administrative Duties

• Supervises administrative support staff and oversees administrative support functions for the financial aid office, including purchasing, travel, timekeeping, and building facilities support.
• Recommends, implements, and evaluates departmental policies and procedures to ensure compliance with university regulations.

Other Functions

Performs other responsibilities as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Bachelor’s Degree with four (4) years' experience in a position with financial oversight and responsibilities.
• Strong understanding of financial systems, data analysis, and financial reporting.
• Functional knowledge of generally accepted accounting and financial principles.
• Advanced proficiency in computer systems, including current and emerging networked data systems, software applications, and database programming for financial applications.
• Excellent organizational, communication, and analytical skills.
• Ability to work independently and collaborate with multiple stakeholders.
• Ability to manage confidential materials and sensitive data with professionalism.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Bachelor’s Degree in accounting, finance, business management, or a related field.
• Related experience in higher education, especially in financial aid operations.
• Experience with banking, public fund management, cost/profit centers, and audit preparation.
• Demonstrated knowledge of federal and state financial aid regulations.
• Familiarity with automated student information systems (PeopleSoft preferred).

Physical Demands/Working Conditions

Typical office environment, with occasional lifting and equipment transport.

Work Schedule

• Monday - Friday, 8:30 am - 5:00 pm.
• Occasional evening or weekend work may be required for urgent technical needs.
• This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Level 27

PSU Hiring Ranges

Special Instructions to Applicants

Along with the application, please submit a resume, and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.