So You Are A New Financial Aid So You Are A New Financial Aid Director…Director…
Now What?Now What?MASFAP FALL 2008 ConferenceMASFAP FALL 2008 Conference
Presented by:Presented by:
Sue Armstrong Karnes – William Jewell CollegeSue Armstrong Karnes – William Jewell College
Buddy Mayfield – Missouri Valley CollegeBuddy Mayfield – Missouri Valley College
Vicki Mattocks – Missouri State UniversityVicki Mattocks – Missouri State University
Jason Crowe – Barnes-Jewish CollegeJason Crowe – Barnes-Jewish College
Marcia Shaw – St. Lukes College of NursingMarcia Shaw – St. Lukes College of Nursing
Angela Karlin – Rockhurst UniversityAngela Karlin – Rockhurst University
Our Hope is…Our Hope is…
That this session will identify That this session will identify several things a new Financial several things a new Financial
Aid Director should know and get Aid Director should know and get you to think about and ask you to think about and ask
questions that you otherwise questions that you otherwise might not have.might not have.
Opening ExerciseOpening Exercise
If I… If I…
Wish I…Wish I…
Should’ve…Should’ve…
Could’ve…Could’ve…
I’m Glad I…I’m Glad I…
Self AssessmentSelf Assessment
Realistically Evaluate:Realistically Evaluate:
i. Strengthsi. Strengths
ii. Areas for Improvementii. Areas for Improvement
Thriving Under PressureThriving Under Pressure
Accountability: The buck stops with you Accountability: The buck stops with you Angry or dissatisfied parents and studentsAngry or dissatisfied parents and studentsMedia inquiriesMedia inquiriesProblem resolutionProblem resolutionExternal constituents i.e. politicians, EDExternal constituents i.e. politicians, EDStaffing IssuesStaffing IssuesBudgetsBudgetsAudits/Reporting/FISAPAudits/Reporting/FISAPTime managementTime management
Staff IssuesStaff Issues
TrainingTrainingBossesBossesStaffStaff
Staff MeetingsStaff MeetingsConflict ResolutionConflict ResolutionMotivation Motivation TurnoverTurnoverPerformance EvaluationsPerformance Evaluations
Audits/FISAPAudits/FISAP
Preparing for auditsPreparing for auditsWho does what?Who does what?How to handleHow to handle
Inexperienced auditorsInexperienced auditorsAudit findings (response)Audit findings (response)New staff in Controllers OfficeNew staff in Controllers Office
ExpectationsExpectations
Go above and beyondGo above and beyondMeetings, meetings, more meetingsMeetings, meetings, more meetingsCommittees on and off campusCommittees on and off campusProfessional OrganizationsProfessional OrganizationsFamily and Friends (personal life)Family and Friends (personal life)
There IS HopeThere IS Hope
What can you do to make What can you do to make the transition smoother?the transition smoother?
Establish Goals and Establish Goals and ObjectivesObjectives
Outline goals and expectations clearlyOutline goals and expectations clearly
a. Ask staff how they would like to a. Ask staff how they would like to contribute contribute
b. Move people where neededb. Move people where needed
Document accountability measuresDocument accountability measures
No FEARNo FEAR((False Evidence Appearing Real)False Evidence Appearing Real)
Change can be scary but the desire Change can be scary but the desire to be better must outweigh the fearto be better must outweigh the fear
Always ask for what you wantAlways ask for what you want
Be ProactiveBe Proactive
Communicate EffectivelyCommunicate Effectively
Different Communication StylesDifferent Communication Styles OralOral
TelephoneTelephoneIn PersonIn PersonPresentationsPresentations
WrittenWrittenEmailEmailLetterLetterMinutesMinutesIMIM
Choosing Our ReactionsChoosing Our Reactions
Are you making assumptions?Are you making assumptions?Have you explored your perceptions?Have you explored your perceptions? Is your thinking rational or irrational?Is your thinking rational or irrational?Could this situation just be a Could this situation just be a
misunderstanding?misunderstanding?Can you resolve the situation without Can you resolve the situation without
hostility if you communicate better?hostility if you communicate better?
Holding onto anger is like grasping a hot coal with the intent of throwing it at someone 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. –Buddhaelse; you are the one who gets burned. –Buddha
Remember to Protect Remember to Protect Yourself…Yourself…
Document important thingsDocument important things
Keep a copy in your e-mail “sent” folderKeep a copy in your e-mail “sent” folder
Keep a hard copy for yourselfKeep a hard copy for yourself
Copy your supervisor when appropriateCopy your supervisor when appropriate
Time ManagementTime Management
Understand how much being Understand how much being organized in a way that you are organized in a way that you are comfortable with can mean to your comfortable with can mean to your successsuccess
There are no magic solutionsThere are no magic solutions
Time ManagementTime Management Top five time robbers:Top five time robbers:
1.1. InterruptionsInterruptions2.2. MeetingsMeetings3.3. ProcrastinationProcrastination4.4. Socializing/Waiting for AnswersSocializing/Waiting for Answers5.5. Poor PlanningPoor Planning
Learn to control time robbers: Learn to control time robbers: 1.1. Be honest, tactfulBe honest, tactful2.2. Use control phasesUse control phases3.3. Use body languageUse body language
7 Habits of Highly 7 Habits of Highly Effective PeopleEffective People
HABIT 1: Be Proactive HABIT 1: Be Proactive
HABIT 2: Begin with the End in MindHABIT 2: Begin with the End in Mind
HABIT 3: Put First Things FirstHABIT 3: Put First Things First
HABIT 4: Think Win/WinHABIT 4: Think Win/Win
HABIT 5: Seek First to UnderstandHABIT 5: Seek First to Understand
HABIT 6: SynergizeHABIT 6: Synergize
HABIT 7: Sharpen the SawHABIT 7: Sharpen the Saw
Trust us…Stuff HappensTrust us…Stuff Happens
You will indeed make mistakes You will indeed make mistakes and things will go wrong but and things will go wrong but
the true test of your the true test of your character is how you handle it character is how you handle it
personally, professionally, personally, professionally, and perceptually. and perceptually.
Words of WisdomWords of Wisdom
1. Find a mentor1. Find a mentor
2. Collaborate2. Collaborate
3. Do not isolate yourself from the IT 3. Do not isolate yourself from the IT departmentdepartment
4. Let the college administration know 4. Let the college administration know
how important your office ishow important your office is
5. Take charge of your area5. Take charge of your area
Words of WisdomWords of Wisdom
6. Manage time effectively6. Manage time effectively
7. Develop a Policies and Procedures 7. Develop a Policies and Procedures Manual and keep it updatedManual and keep it updated
8. Keep communication flowing within 8. Keep communication flowing within and outside of the officeand outside of the office
9. Be flexible9. Be flexible
10. Learn how to supervise difficult 10. Learn how to supervise difficult staffstaff
Words of WisdomWords of Wisdom
11.11. Remember that the student always Remember that the student always has a point of viewhas a point of view
12.12. Have a support network that you can Have a support network that you can call on for advice, help, and call on for advice, help, and sympathysympathy
13.13. Find ways to relieve stressFind ways to relieve stress14.14. Attend training workshops and Attend training workshops and
conferencesconferences15.15. Always keep the student at the Always keep the student at the
center of your decision makingcenter of your decision making
Words of WisdomWords of Wisdom
16.16. Be patientBe patient
17.17. Be yourselfBe yourself
18.18. Understand that most families are Understand that most families are honest and are not trying to beat honest and are not trying to beat the systemthe system
19.19. Be firm but compassionateBe firm but compassionate20.20. Be careful who you hireBe careful who you hire
Words of WisdomWords of Wisdom
21.21. Agree to disagree and pick your Agree to disagree and pick your battlesbattles
22.22. Don’t make it personalDon’t make it personal
23.23. Remember that no matter what Remember that no matter what happens today, tomorrow is a new happens today, tomorrow is a new dayday
24.24. Believe in yourself - You can do thisBelieve in yourself - You can do this
25.25. Have Fun and remember why you are Have Fun and remember why you are doing itdoing it
Questions/CommentsQuestions/Comments