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So You Are A New Financial Aid Director… Now What?

So You Are A New Financial Aid Director… Now What?. MASFAP FALL 2008 Conference Presented by: Sue Armstrong Karnes – William Jewell College Buddy Mayfield – Missouri Valley College Vicki Mattocks – Missouri State University Jason Crowe – Barnes-Jewish College

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So You Are A New Financial Aid Director… Now What?

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  1. So You Are A New Financial Aid Director…Now What? MASFAP FALL 2008 Conference Presented by: Sue Armstrong Karnes – William Jewell College Buddy Mayfield – Missouri Valley College Vicki Mattocks – Missouri State University Jason Crowe – Barnes-Jewish College Marcia Shaw – St. Lukes College of Nursing Angela Karlin – Rockhurst University

  2. Our Hope is… That this session will identify several things a new Financial Aid Director should know and get you to think about and ask questions that you otherwise might not have.

  3. Opening Exercise • If I… • Wish I… • Should’ve… • Could’ve… • I’m Glad I…

  4. Self Assessment Realistically Evaluate: i. Strengths ii. Areas for Improvement

  5. Thriving Under Pressure • Accountability: The buck stops with you • Angry or dissatisfied parents and students • Media inquiries • Problem resolution • External constituents i.e. politicians, ED • Staffing Issues • Budgets • Audits/Reporting/FISAP • Time management

  6. Staff Issues • Training • Bosses • Staff • Staff Meetings • Conflict Resolution • Motivation • Turnover • Performance Evaluations

  7. Audits/FISAP • Preparing for audits • Who does what? • How to handle • Inexperienced auditors • Audit findings (response) • New staff in Controllers Office

  8. Expectations • Go above and beyond • Meetings, meetings, more meetings • Committees on and off campus • Professional Organizations • Family and Friends (personal life)

  9. There IS Hope What can you do to make the transition smoother?

  10. Establish Goals and Objectives • Outline goals and expectations clearly a. Ask staff how they would like to contribute b. Move people where needed • Document accountability measures

  11. No FEAR(False Evidence Appearing Real) • Change can be scary but the desire to be better must outweigh the fear • Always ask for what you want • Be Proactive

  12. Communicate Effectively • Different Communication Styles • Oral • Telephone • In Person • Presentations • Written • Email • Letter • Minutes • IM

  13. Choosing Our Reactions • Are you making assumptions? • Have you explored your perceptions? • Is your thinking rational or irrational? • Could this situation just be a misunderstanding? • Can you resolve the situation without hostility if you communicate better? Holding onto anger is like grasping a hot coal with the intent of throwing it at someone else; you are the one who gets burned. –Buddha

  14. Remember to Protect Yourself… • Document important things • Keep a copy in your e-mail “sent” folder • Keep a hard copy for yourself • Copy your supervisor when appropriate

  15. Time Management • Understand how much being organized in a way that you are comfortable with can mean to your success • There are no magic solutions

  16. Time Management • Top five time robbers: • Interruptions • Meetings • Procrastination • Socializing/Waiting for Answers • Poor Planning • Learn to control time robbers:  • Be honest, tactful • Use control phases • Use body language

  17. 7 Habits of Highly Effective People HABIT 1: Be Proactive HABIT 2: Begin with the End in Mind HABIT 3: Put First Things First HABIT 4: Think Win/Win HABIT 5: Seek First to Understand HABIT 6: Synergize HABIT 7: Sharpen the Saw

  18. Trust us…Stuff Happens You will indeed make mistakes and things will go wrong but the true test of your character is how you handle it personally, professionally, and perceptually.

  19. Words of Wisdom 1. Find a mentor 2. Collaborate 3. Do not isolate yourself from the IT department 4. Let the college administration know how important your office is 5. Take charge of your area

  20. Words of Wisdom 6. Manage time effectively 7. Develop a Policies and Procedures Manual and keep it updated 8. Keep communication flowing within and outside of the office 9. Be flexible 10. Learn how to supervise difficult staff

  21. Words of Wisdom • Remember that the student always has a point of view • Have a support network that you can call on for advice, help, and sympathy • Find ways to relieve stress • Attend training workshops and conferences • Always keep the student at the center of your decision making

  22. Words of Wisdom • Be patient • Be yourself • Understand that most families are honest and are not trying to beat the system • Be firm but compassionate • Be careful who you hire

  23. Words of Wisdom • Agree to disagree and pick your battles • Don’t make it personal • Remember that no matter what happens today, tomorrow is a new day • Believe in yourself - You can do this • Have Fun and remember why you are doing it

  24. Questions/Comments

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