Introduction
The Associate Director – Operations performs advanced professional and managerial work providing specialized operational, fiscal, and programmatic oversight for State student financial aid programs within the Office of Student Financial Assistance (OSFA).
GRADE
20
LOCATION OF POSITION
217 E. Redwood St. Suite 2100
Baltimore, MD 21202
Main Purpose of Job
The main purpose of this position is to manage and direct operational, fiscal reconciliation, institutional coordination, and system access functions for the Office of Student Financial Assistance (OFSA) within the Maryland Higher Education Commission (MHEC). This position operates under the general direction of the Deputy Director and Executive Director and is responsible for ensuring the accurate administration, financial integrity, and operational compliance of State student financial aid programs.
The position oversees program operations, monitors reconciliation of State financial aid funds, coordinates recovery of funds from institutions when required, serves as liaison between OFSA and the MHEC Finance Office, and manages operational oversight of the Maryland College Aid Processing System (MDCAPS), including coordination of external entity system access. The position exercises independent judgment in implementing operational procedures, resolving fiscal and institutional issues, and coordinating cross-divisional activities necessary for program administration.
This position supports the mission of the Maryland Higher Education Commission by ensuring State financial aid resources are administered efficiently, equitably, and in compliance with State law, regulations, and fiscal controls so that eligible Maryland students can access postsecondary education opportunities. Through operational leadership, financial accountability oversight, institutional coordination, and statewide systems management, the position contributes to maintaining program integrity, safeguarding public funds, and supporting effective delivery of student financial assistance programs.
POSITION DUTIES
Program Operations Management
• Directs and coordinates operational activities of the Office of Student Financial Assistance to ensure effective administration of State financial aid programs in compliance with Maryland law, regulations, and agency policies. Develops, implements, and monitors operational procedures, workflow processes, and internal controls to improve efficiency, accuracy, and program accountability.
• Oversees daily operational functions including processing coordination, award workflow oversight, institutional communications, and operational issue resolution.
• Supports operational oversight of MDCAPS workflows including institutional participation management and system reporting coordination. Establishes performance metrics and monitors operational outcomes to ensure program goals and service standards are met.
Financial Oversight, Reconciliation, and Funds Accountability
• Oversees reconciliation of State financial aid funds across programs to ensure expenditures align with appropriations, awards issued, and institutional disbursement reporting. Directs review and resolution of financial discrepancies involving student awards, institutional submissions, and program balances.
• Coordinates and monitors recovery of funds from institutions when overpayments, audit findings, reporting errors, or unearned funds are identified. Ensures proper tracking, documentation, and follow-up of returned funds and required adjustments in coordination with fiscal and program staff. Reviews reconciliation reports to verify compliance with State fiscal control requirements.
Liaison to MHEC Finance Office and Fiscal Coordination.
• Serves as primary operational liaison between OFSA and the MHEC Finance Office regarding program expenditures, payment processing, reconciliations, fiscal reporting, and budget monitoring.
• Collaborates with finance personnel to resolve accounting issues, payment discrepancies, and fund allocation questions.
• Coordinates preparation of fiscal documentation required for audits and reporting cycles and facilitates communication between program leadership and financial management staff.
Supervision and Staff Leadership,
• Supervises professional and administrative staff responsible for operational processing, reconciliation support, institutional coordination, reporting functions, and system-related activities.
• Assigns work, establishes priorities, evaluates performance, and provides training and technical guidance. Ensures staff adherence to agency procedures and quality standards.
Institutional Relations and Compliance Oversight.
• Provides operational guidance to Maryland colleges and universities regarding financial aid program requirements, reporting responsibilities, reconciliation expectations, MDCAPS usage, and corrective actions. Oversees institutional compliance monitoring related to disbursement reporting, fund usage, and repayment obligations.
• Coordinates resolution of institutional issues involving reporting errors, delayed submissions, or program compliance concerns and supports development of institutional training materials and guidance documentation.
MDCAPS External Access Coordination and Systems Support
• Coordinates and oversees external entity access to the Maryland College Aid Processing System (MDCAPS) for participating institutions, State partners, and authorized organizations.
• Reviews and validates access requests to ensure compliance with security protocols, data privacy requirements, and agency authorization procedures. Serves as operational point of contact for institutions and external users requiring system access or permissions adjustments.
• Collaborates with IT staff and program leadership to ensure proper user role assignment and adherence to system governance procedures. Assists in development of MDCAPS access procedures and monitors access activity to address discrepancies or security concerns.
Policy Implementation and Program Development
• Assists leadership in developing operational policies, procedures, and administrative guidance supporting State financial aid program implementation.
• Evaluates existing processes and recommends improvements based on regulatory changes, audit findings, or operational analysis.
• Participates in cross-divisional initiatives to improve program delivery systems and service quality.
MINIMUM QUALIFICATIONS
Education: A Master's degree or at least 36 hours of equivalent post-baccalaureate course work from an accredited college or university.
Experience: Four years of administrative or teaching experience in post-secondary education programs.
Note: Candidates may substitute two additional years of experience in post-secondary education for the required education.
DESIRED OR PREFERRED QUALIFICATIONS
- Master’s degree in public policy, business administration, information systems, data analytics, higher education administration, or a related field.
- 4 years of directly related work experience working with financial aid programs, higher education data systems, or state/federal reporting requirements.
LIMITATIONS ON SELECTION
**This is an Internal Recruitment open to MHEC employees only**
SELECTION PROCESS
Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.
EXAMINATION PROCESS
The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.
BENEFITS
FURTHER INSTRUCTIONS
Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.
For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258.
We thank our Veterans for their service to our country.
People with disabilities and bilingual candidates are encouraged to apply.
As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.
