Office of Federal Student Aid
Administrative Services (AS) is responsible for Federal Student Aid activities related to human resources programs and operations, facilities operations, physical and personal security, emergency management, training and development, communications and business transformation. To accomplish this mission, AS is divided into the following areas:
- Human Resources & Workforce Services Group
- Workforce Development Group
- Facilities, Security and Emergency Management Services Group
- Communications & Outreach Group
- Business Transformation Group
The immediate office provides close coordination and alignment of administrative activities with FSA’s strategic initiatives. It manages the development and oversight of the implementation of the Federal Student Aid Human Capital Plan and organization-wide initiatives that support implementation of the Plan. AS is the coordination point for other Government and Department-wide initiatives related to Human Capital such as Human Capital planning, development of Human Capital strategies, and Human Capital Management implementation initiatives. It also serves as the FSA Executive Officer.
Human Resources & Workforce Services is responsible for the full spectrum of human resources operational functions and programs, and workforce management services including the development of FSA human resource policies and the provision of advice and assistance to the FSA employees in human resources policy matters. As appropriate, such services shall be provided in coordination with the Department of Education’s Human Resources Services and/or the Office of Personnel Management (OPM). To accomplish this mission, the Human Resources & Workforce Services is divided into the following Divisions:
- Workforce Administration Division
- Workforce Relations Division
Workforce Administration Division
Workforce Administration Division is responsible for providing the full range of support for the following functional areas:
Staffing & Recruitment Services: Serves as the FSA technical experts for a full range of staffing & recruitment matters. These include all staffing and placement, as well as SF-52 (request for personnel action) processing. These responsibilities also include appointments to the competitive service through the application of FSA’s delegated examining authority and noncompetitive appointments to the excepted service.
Classification/Position Management and Organizational Development: Serves as the FSA technical experts for a full range of classification, position management and organizational development matters. These include: facilitating the development of and approving position descriptions; classification of general schedule position descriptions; and facilitating the design, clearance and approval of FSA organizational changes.
Human Resources Systems Administration: Provides the full range of support for the development, testing, implementation, and administration of human resource information and administration systems for processing and reporting human resources and pay data to satisfy FSA information requirements, including position accounting, accession data, employee and pay records systems, and payroll accounting.
Administrative Management Support: Provides coordination and direction to Administrative Officers within Federal Student Aid business units on the completion of crosscutting human resource management initiatives.
FSA Intern Program: Responsible for providing gifted and highly motivated young Americans with some first-hand experience in the process of working at FSA, while potentially attracting these candidates for future employment.
Workforce Relations Division
Workforce Relations Division is responsible for providing the full range of support for the following functional areas:
Employee Relations: Serves as the FSA technical experts for a full range of employee relations matters. These responsibilities include disciplinary/adverse actions; performance management issues; reasonable accommodation issues; appraisals and awards programs; the Drug-Free Workplace Program; and administrative grievances and appeals.
Labor Relations: Provides labor relations advice and assistance. Serves as the point of contact for all labor relations matters. Conducts negotiations with labor organizations. Represents FSA in proceedings before arbitrators or the Federal Labor Relations Authority, and in dealings with OPM and other agencies in labor relations.
Human Resources Work-Life Program: Plans and develops FSA work-life programs and provides advice and assistance to the FSA employees on work-life program matters. Provides information, referral, and support services to FSA employees on matters such as childcare, elder care, flexiplace and telecommuting program implementation, reasonable accommodations, and programs for the accessibility of Department services for people with disabilities.TOP
Workforce Development has primary responsibility for building a highly competent workforce and advancing organizational performance by providing training, development, and other services leading to the highest performance of people and teams in Federal Student Aid. WD has responsibilities for, leadership and organizational development, competency assessment and development, curriculum design, and delivery of training programs. WD performs its functions through the following three divisions:
- Leadership Development and Federal Student Aid Improvement Division
- Employee Development Division
- Skills Development and Business Unit Advisory Division
Leadership Development and Federal Student Aid Improvement Division
Leadership Development and Federal Student Aid Improvement Division (LD & FSAID) supports the front office of Administrative Services in the development of the Federal Student Aid Human Capital Plan, Human Capital strategies, and organization-wide initiatives that support implementation of the Plan, especially with respect to ensuring that Federal Student Aid has current leaders with strong skills and a “deep bench” of potential leaders. The Division is responsible for providing information, training design and delivery, mentoring, coaching, and other services needed to ensure that current and high potential supervisors receive the training and development opportunities they need to be successful. LD & FSAID also identifies best practices in human capital management and implements workforce improvement strategies. The Division is also responsible for performing other organization wide initiatives and special projects, such as administration and follow-up to employee surveys along with development and delivery of diversity training and awareness programs.
Employee Development Division
Employee Development Division (EDD) is responsible for assisting employees from initial orientation through their careers with Federal Student Aid. EDD ensures that new employees receive orientation and serves as a resource for employees on issues related to their development needs and goals. EDD provides or arranges for the delivery of classes to help employees meet the mission of Federal Student Aid. They handle the communications, logistics, and record keeping related to employee training and development including learning coupon processing.
Skills Development and Business Unit Advisory Division
Skills Development and Business Unit Advisory Division (SDBUAD) serves as a resource to Federal Student Aid’s business units and provides advisory services necessary to help them properly diagnose and address issues affecting the performance of their employees and organizations. SDBUAD is responsible for the identification, development and communication of competencies necessary to accomplish the work of Federal Student Aid. SDBUAD designs and delivers or acquires tools and training services, including courses or learning tracks, needed to ensure that competency gaps can be closed.TOP
Facilities, Security and Emergency Management Services (FSEMS) is responsible for planning, managing, and directing FSA's safety, security, and emergency management programs in coordination with the Department's Office of Management. In particular, FSEMS serves as a liaison to the Department in support of the following functional areas:
Facilities Management: Monitors and manages the utilization of physical space in the Union Center Plaza (UCP) building for Education's staff. This includes providing day-to-day services and support for maintenance, renovation, reconfigurations, Learning Center scheduling and facilitation, garage management, employee transportation and space planning/management services. FSEM also collaborates and coordinates efforts with the Office of Management and the General Services Administration to address needs and issues related to FSA staff located in Education's regional offices.
Physical Security Management: Serves as the lead for FSA in coordination and liaison with the Office of Management Security Services, Federal Protective Services and other Federal agencies on implementation of federal physical security directives. FSEMG serves as a liaison on all aspects of physical security at the UCP building to ensure a safe and secure working environment for all FSA staff and visitors including: coordination of the contract guard force, coordination of security response to all building emergencies, development and maintenance of the FSA Occupant Emergency Plan, and providing technical assistance regarding security issues such as external building and internal workplace threats, suspicious objects, medical emergencies and natural disasters. FSEMG provides leadership on and coordinates all tenant security matters in the UCP building including the issuance, management and control of badge and cardkey systems to control access to FSA occupied space for security purposes.
Personnel Security: Provides support and serves as the liaison to the Department’s Security Services office on the personnel security functions required for background checks and the initiation and issuance of Personal Identity Verification (PIV) identification badges for Federal Student Aid workforce and contractor resources.
Emergency Management: In coordination with the Office of Management and FSA CIO, designs, plans and implements programs that respond to a wide variety of disasters and other emergencies, critical situation management, safety, and personnel security. FSEMG participates in the development of FSA's Continuity of Operations Plans (COOP), coordinates FSA's emergency response program, and supports FSA's mission under the Federal Response Plan, which provides delivery of Federal assistance when major disasters or emergencies develop.TOP
Communications & Outreach is responsible for managing all activities within Federal Student Aid related to internal and external communications and conferences as well as special outreach initiatives. To accomplish this mission, the office is divided into the following service areas:
- Communications & Information Resources Division
- Conference & Outreach Services Division
- Correspondence Services Division
Communications & Information Resources Division
- Communications & Information Resources seeks to build and sustain Federal Student Aid's image, ensure consistency in communications, and compile, track and report relevant enterprise and industry performance metrics. In particular, Communications & Information Resources is responsible for the following functional areas:
- Communications Management: Provides the best-in-business communication service to the public and the Federal Student Aid organization. This functional area is responsible for developing and implementing strategies to effectively disseminate information to various public and stakeholder groups through the media, established inter-governmental channels and proactive campaigns. Internally, this functional area facilitates communications within Federal Student Aid to employees and contractors through several print publications and online outlets, including Federal Student Aid's Intranet. Communications Management is also responsible for the compilation and dissemination of general enterprise and industry performance metrics for use by Federal Student Aid and its constituents.
Conference & Outreach Services Division
- Conference and Outreach Services provides management of Federal Student Aid's enterprise conference strategy and coordinates the annual FSA conferences. It also assists the Department, when requested, in planning and delivery of conference activities. The organization is also responsible for planning and development of outreach initiatives. In particular, Conference and Outreach Services is responsible for the following functional areas:
- Conference Management: The conference management team plans and manages Federal Student Aid-sponsored conferences as well as the enterprise conference strategy. This team is also responsible for coordinating Federal Student Aid's support of and participation in conferences held by the student financial assistance and higher education communities. Furthermore this unit provides assistance, when requested, to the Department in planning and managing conference events.
- Outreach: From time to time the COO will call upon this unit to support planning and execution of outreach initiatives to various constituencies. The unit will define requirements to be met, design (or supervise the design) of the delivery means, and provide the oversight to assure that the implementation of the communications service fulfills the intent of the COO.
Correspondence Services Division
- As needed, in coordination with the ED Freedom of Information Act (FOIA) and Privacy Act Officers, this team is responsible for establishing systems, procedures and controls to coordinate and fulfill, within regulatory timeframes, requests for information under FOIA and Privacy Act. Requests, as well as any extensions needed, will be tracked.
- This unit also receives reviews, disseminates for appropriate action, and tracks controlled correspondence.
The Business Transformation Group is responsible for assuring FSA is delivering best in class products and services using best in class processes, procedures and management systems.
Business Transformation Consulting Division
Assess, design/redesign, and implement processes, procedures and management systems to generate quantifiable bottom line improvements in at least one of the following: costs, productivity, satisfaction or cycle time.
Best Practices/Benchmarks Division
This division identifies external and internal best practices and/or benchmarking opportunities in response to performance issues in effectiveness and efficiency in FSA.
- Assess how top performing organizations leverage people, process and technology
- Examine business practices, processes and management systems of private and public sector organizations that have demonstrated quantifiable superior competencies in areas relevant to FSA
- Work with Program Compliance and Business Operations to review the current base of educational institutions, categorize and rank them on existing compliance and performance metrics, understand the processed and technology supporting best in class results and model replicable practices to be transferred across underperforming institutions.