Asst Director of Compliance and System Operations

Job Title Asst Director of Compliance and System Operations Agency Texas A M University - Victoria Department Financial Aid Proposed Minimum Salary Commensurate Job Location Victoria, Texas Job Type Staff

Essential Duties and Responsibilities:

• Serve as the functional lead for financial aid within Campus Solutions (People Soft), ensuring accurate system configuration for budgets, packaging, awarding, Pell processing, ISIR intake, and disbursement processes.
• Collaborate with Campus Solutions and IT teams to design, implement, test, and maintain system configurations and enhancements aligned with financial aid policy and regulatory requirements.
• Serve as the functional lead and operational liaison for financial aid-related systems and technology platforms, including Campus Solutions (People Soft), scholarship management systems, customer relationship management (CRM) platforms, federal systems, communication tools, and related third-party applications supporting financial aid operations.
• Coordinate and support system integrations, automated processes, data exchanges, and communication workflows between financial aid systems and institutional technology platforms to ensure operational efficiency, compliance, and data integrity.
• Collaborate with technical teams to support troubleshooting, testing, reporting, automation, and systems optimization initiatives related to financial aid processing and student services.
• Oversee and monitor all automated and batch processes, including ISIR imports, checklist assignments, Pell origination and disbursement, COD file exchanges, NSLDS and transfer monitoring, and loan and grant cancellation processes.
• Ensure compliance with Title IV federal regulations, state financial aid programs, and institutional policies by continuously monitoring regulatory updates and implementing required system and process changes.
• Develop, implement, and maintain a comprehensive quality control (QC) framework that includes daily, weekly, and term-based reviews of financial aid processes such as packaging, awarding, disbursement, and eligibility determination.
• Analyze QC results to identify trends, processing errors, and systemic issues; recommend and implement corrective actions to improve accuracy and efficiency.
• Maintain and update the Financial Aid Policies and Procedures manual, ensuring alignment with current regulations and institutional practices.
• Develop and maintain detailed job aids and process documentation for all functional areas within the Office of Financial Aid.
• Coordinate and deliver training programs for financial aid staff, ensuring understanding of systems, compliance requirements, and operational procedures.
• Track staff training completion and assess effectiveness to ensure consistent application of policies and procedures.
• Support federal, state, and institutional reporting requirements, including preparation of audits and program reviews, ensuring documentation and processes are audit-ready.
• Oversee key operational processes such as time-out disbursement monitoring, over-award controls, service indicator management, and automated communication processes.
• Manage system-generated communications, including award notifications, next-step communications, and listserv messaging.
• Ensure proper handling and security of sensitive financial aid data, including compliance with federal tax information (FTI) requirements and data security standards.
• Maintain oversight of electronic equipment inventory and user access, ensuring appropriate tracking and compliance with institutional and regulatory requirements.
• Serve as a subject matter expert and resource for system functionality, compliance interpretation, and process improvement initiatives across the Office of Financial Aid.

• Bachelor s degree in a related field.
• Progressive experience in financial aid administration.
• Demonstrated knowledge of Title IV federal financial aid regulations.
• Experience working with enterprise resource planning (ERP) systems, preferably People Soft campus Solutions.
• Experience in compliance monitoring, audit preparation, or quality assurance.

• Experience with financial aid system configuration, functional analysis, systems testing, automation, and technical troubleshooting.
• Knowledge of state financial aid programs, including TEXAS Grant.
• Experience developing training programs, job aids, and process documentation.
• Strong analytical and problem-solving skills with attention to detail.
• Experience working collaboratively with technical teams and cross-functional departments.
• Experience working with multiple financial aid-related technologies, including student information systems (SIS), scholarship management platforms, CRM systems, document management systems, and federal processing systems.
• Working knowledge of coding languages, scripting, databases, or technical query tools such as SQL, Java, XML, Python, People Code, or similar technologies used in higher education systems…