Director Of Academic And Financial Affairs -

Director of Academic and Financial Affairs - IDPL (Instituto College)

COMPANY DESCRIPTION

Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity. Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving over 14,000 Chicago families per year.

POSITION DESCRIPTION

The Director of College Academic and Financial Affairs reports to the Dean of Academic Affairs and is responsible for directing and assisting the admission process for the nursing programs within Instituto College. This position has three main functions: (1) provide leadership and supervision with the outreach, student recruitment, and the admission process of Instituto’s College programs. The responsibilities include: outreach and recruitment, creating and implementing policy and procedures in the areas of recruitment and academic advising, as well as administering and managing the student assessment processes, academic advising, counseling, and transfer functions; (2) coordinate the operations of the nursing programs and work closely with the Dean of Academic Affairs and the Associate Dean of Nursing to develop and implement other health care initiatives; and (3) advising students on financial aid and academics, connecting them with support services. The Director builds partnerships within the College and external organizations. Additionally, the position supports financial aid programs, helping students and families navigate the application process and ensuring compliance with regulations.

ESSENTIAL DUTIES & RESPONSIBILITIES

Recruitment and Admissions:

• Work in collaboration with the Dean of Academic Affairs in the development and implementation of Instituto College’s recruitment and outreach plans.
• Assist in the development of the outreach, recruitment and marketing strategies that includes: collaboration with other organizations, traditional media, social media, and other innovative strategies.
• Work with supervisor and program leads to offer revision and development of new brochures and marketing materials.
• Develop and maintain relationships with high school counselors and community organizations.
• Respond to inquiries from prospective students, and their families.
• Guide students through the application process, ensuring they submit all required materials.
• Evaluate student applications, including academic records, and admission standardized test scores., i.e. nursing college admissions or TEAS exams.
• Conduct interviews with prospective students and assess their readiness for admission.
• Collaborate with staff and department heads to make admission decisions.
• Work closely with academic departments, and student services to ensure a seamless transition for admitted students.

Coordination of Operations of the College’s nursing programs including Basic Nursing Assistant (B.N.A.) and Associate Degree in Nursing (A.D.N.):

• Coordinates with staff and faculty to schedule program orientations, testing sessions, student success workshops, job readiness, and CPR, among others.
• Assists in the coordination of clinical experiences and compliance with regulatory requirements of external agencies.
• Advises students on required exams for School of Nursing (TEAS) and for pursuing certifications, such as the Illinois Nurse Assistant Competency Exam (INACE) and NCLEX -RN licensure examination.
• Works closely with the Dean of Academic Affairs to provide data for new and continuing grant proposals and reports; design, implement, and follow through on new healthcare-related projects.
• Assists the Associate Dean of Nursing in preparing reports for state and federal agencies as necessary.
• Submits required documentations for the request and payment of supplies, instructional materials and equipment, contracted services, as well as oversee monetary expenditures of program-related accounts.
• Manage day-to-day operations of the program, as well as participates in professional meetings and events.
• Assist in the recruitment/hiring process and recommend faculty/staff.
• Assist the Associate Dean of Nursing in coordinating and conduct monthly departmental meetings.
• Assist with the Dean of Academic Affairs to develop assessment plans to evaluate and monitor program outcomes, particularly for grant reports, accreditation reviews, and agency reports.
• Supports College activities and special events through attendance and/or participation.
• Work in close collaboration with the educational leadership of IHSCA and IJLA to develop early college and dual credit programs.
• Works closely with department faculty to identify, address, and schedule remediation strategies for all students within the School of Nursing who are having difficulty meeting the learning outcomes of the nursing program by scheduling tutoring and study room sessions.

Academic Counseling and Services:

• Assist participants in the development of a personalized career/ service plan that consists of long- and short-term goals and time frames
• Provide comprehensive case management and coaching as per WIOA guidelines.
• Prescreen potential participants for WIOA training programs, communicate basic agency policies and procedures, and complete training exploration forms.
• Maintain active contact with the students. Provide academic and financial aid advice to new and continuing students throughout their academic program until graduation and beyond.
• Oversee the efforts to bring other colleges onto campus for individualized informational sessions with students interested in specific programs post-ADN.
• Provide essential information related to admissions requirements and enrollment processes to prospective students by phone, email or in person; acts as subject matter expert regarding the College's enrollment requirements and programs.
• Monitor performance of online applications and automated processes and work with the Dean of Academic Affairs to improve and update as needed.
• Track applicants as they move through the admission process, communicate as needed in addition to automated communication.
• Send out all correspondence to applicants up to acceptance; acceptance emails, denial emails, waitlist emails, interview invitations, etc.
• Track completed applicants and send invitations for interviews.
• Manage all applications and admissions for the Non-Degree Seeking Program from prospective student to enrolled student.
• Work to ensure consistency, continuity and efficiency of advisement, as well as admissions policies and procedures at all times.
• Manage campus visits program: scheduling visits, managing student tour guides, candidate advisement following tour, recording data related to campus visits/tours.
• Collaborate with Dean of Academic Affairs and the Associate Dean of Nursing and other stakeholders to plan, direct, and host candidate interview sessions.
• Receive and record application fee and deposit payments and prepare daily check report for finance office (listing all application fees and deposits received).
• Demonstrate comprehensive expertise in all components of Title IV (federal financial aid) regulations and our corresponding policies and procedures

Financial Aid Services:

• Manage the student satisfaction process, ensuring high-quality customer service throughout the financial aid process.
• Counsel students and parents on financial eligibility and aid options, utilizing professional judgment to address unique circumstances.
• Assist students and families in understanding financial aid options.
• Guide students through completing the FAFSA and other required forms.
• Review and process financial aid applications, ensuring completeness and accuracy of information.
• Maintain accurate and confidential records of student financial aid applications and awards.
• Collaborate with other departments such as Admissions, Registrar, and the Bursar's Office to ensure smooth coordination of student services.
• Schedule appointments for students to meet with other related supportive services specialists.
• Assist in packaging and awarding financial aid based on eligibility.
• Stay updated on changes to financial aid regulations and communicate updates to students and staff.
• Other duties as assigned.

QUALIFICATIONS

• Associate’s Degree. Bachelor’s degree preferred or equivalent experience in business administration, finance, or related field.
• Excellent customer service skills.
• Excellent telephone and email etiquette.
• Bilingual English/Spanish preferred
• Strong organizational and time management skills; ability to multi-task and prioritize.
• Team focused; willing to help others.
• Exhibit professional demeanor with strong communication and presentation skills.
• Self-motivated and able to perform with minimal supervision.
• Exhibit passion for supporting students' commitment and success in higher education.
• Basic office clerical skills; proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) as well as using customer relationship management systems and the ability to learn new systems quickly.
• Knowledge of prerequisites for programs offered by the Instituto College.
• Familiarity with the needs of international students and a diverse student population.
• Ability and willingness to work occasional evening and weekend hours.

The above is intended to describe the general conditions of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

PHYSICAL DEMANDS

Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, set-up and maintain work files.

WORKING CONDITIONS

Majority of work performed in a general office environment. Position requires availability for extended hours plus non-traditional hours required to perform job duties. Also requires participation and attendance at organization sponsored events and meetings.

Instituto del Progreso Latino is an Equal Opportunity Employer