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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

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

our hope is
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.

opening exercise
Opening Exercise
  • If I…
  • Wish I…
  • Should’ve…
  • Could’ve…
  • I’m Glad I…
self assessment
Self Assessment

Realistically Evaluate:

i. Strengths

ii. Areas for Improvement

thriving under pressure
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
staff issues
Staff Issues
  • Training
    • Bosses
    • Staff
      • Staff Meetings
  • Conflict Resolution
  • Motivation
  • Turnover
  • Performance Evaluations
audits fisap
Audits/FISAP
  • Preparing for audits
  • Who does what?
  • How to handle
    • Inexperienced auditors
    • Audit findings (response)
    • New staff in Controllers Office
expectations
Expectations
  • Go above and beyond
    • Meetings, meetings, more meetings
    • Committees on and off campus
    • Professional Organizations
    • Family and Friends (personal life)
there is hope
There IS Hope

What can you do to make the transition smoother?

establish goals and objectives
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
no fear false evidence appearing real
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
communicate effectively
Communicate Effectively
  • Different Communication Styles
    • Oral
      • Telephone
      • In Person
      • Presentations
    • Written
      • Email
      • Letter
      • Minutes
      • IM
choosing our reactions
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

remember to protect yourself
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
time management
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
time management16
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
7 habits of highly effective people
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

trust us stuff happens
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.

words of wisdom
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

words of wisdom20
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

words of wisdom21
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
words of wisdom22
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
words of wisdom23
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