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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.

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Presentation on theme: "So You Are A New Financial Aid Director… Now What? MASFAP FALL 2008 Conference Presented by: Sue Armstrong Karnes – William Jewell College Buddy Mayfield."— Presentation transcript:

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… If I… Wish I… Wish I… Should’ve… Should’ve… Could’ve… Could’ve… I’m Glad I… 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 Accountability: The buck stops with you Angry or dissatisfied parents and students Angry or dissatisfied parents and students Media inquiries Media inquiries Problem resolution Problem resolution External constituents i.e. politicians, ED External constituents i.e. politicians, ED Staffing Issues Staffing Issues Budgets Budgets Audits/Reporting/FISAP Audits/Reporting/FISAP Time management Time management

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

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

8 Expectations Go above and beyond Go above and beyond Meetings, meetings, more meetings Meetings, meetings, more meetings Committees on and off campus Committees on and off campus Professional Organizations Professional Organizations Family and Friends (personal life) 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 Outline goals and expectations clearly a. Ask staff how they would like to contribute a. Ask staff how they would like to contribute b. Move people where needed b. Move people where needed Document accountability measures Document accountability measures

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

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

13 Choosing 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 misunderstanding? Could this situation just be a misunderstanding? Can you resolve the situation without hostility if you communicate better? 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 Document important things Keep a copy in your e-mail “sent” folder Keep a copy in your e-mail “sent” folder Keep a hard copy for yourself Keep a hard copy for yourself Copy your supervisor when appropriate 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 Understand how much being organized in a way that you are comfortable with can mean to your success There are no magic solutions There are no magic solutions

16 Time Management Top five time robbers: Top five time robbers: 1. Interruptions 2. Meetings 3. Procrastination 4. Socializing/Waiting for Answers 5. Poor Planning Learn to control time robbers: Learn to control time robbers: 1. Be honest, tactful 2. Use control phases 3. 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 11. Remember that the student always has a point of view 12. Have a support network that you can call on for advice, help, and sympathy 13. Find ways to relieve stress 14. Attend training workshops and conferences 15. Always keep the student at the center of your decision making

22 Words of Wisdom 16. Be patient 17. Be yourself 18. Understand that most families are honest and are not trying to beat the system 19. Be firm but compassionate 20. Be careful who you hire

23 Words of Wisdom 21. Agree to disagree and pick your battles 22. Don’t make it personal 23. Remember that no matter what happens today, tomorrow is a new day 24. Believe in yourself - You can do this 25. Have Fun and remember why you are doing it

24 Questions/Comments Questions/Comments


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