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US Department of Education Principal Office Functional Statements
Office of Federal Student Aid

Functional Statements > Federal Student Aid

Administrative Services

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, and business transformation. To accomplish this mission, AS is divided into the following areas:

BUSINESS TRANSFORMATION GROUP

The Business Transformation Group works collaboratively with internal FSA client teams to solve complex problems.  The Group uses proven consulting methodologies to help move the enterprise toward a more efficient, effective and process-driven environment.  The Group is responsible for engagements in the following areas:

  • Formulates strategy for FSA business unit clients, including organizational and process alignment, identification of guiding principles for success in reaching the strategy, and future state visioning. 
  • Develops new processes to support mission or regulatory changes.  This includes the definition of rules, work steps, measurements, and technologies required to support the new process.
  • Assesses designs and or redesigns existing FSA business processes to identify savings in costs, productivity, satisfaction, cycle time, and/or regulatory compliance.  The Group identifies both quick wins that can deliver immediate or near-term improvements and building blocks that deliver longer term improvements. 
  • Uses best practices research findings to support strategy and process design/redesign recommendations where appropriate.  Assesses how top performing organizations leverage people, process, and technology. 
  • Examines business practices, processes, and management systems of private and public sector organizations that have demonstrated quantifiable superior competencies in areas relevant to FSA.  Enables processes using workflow technologies, through collaboration with other groups in FSA.  Business Transformation translates business needs into technology solutions by developing visions and requirements documents and identifying key data items to manage transactions.
  • Implements news and revised processes, procedures, and management systems using proven change management methodologies.  The Group develops organization change plans, integrates new work flows into business operations, provides documentation of technology, process and procedure changes, and establishes continuous improvement frameworks.

HUMAN RESOURCES & WORKFORCE SERVICES GROUP

Human Resources & Workforce Services is responsible for the full spectrum of human resources operational functions and programs. It also provides 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 Capital and Client 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 Design: Serves as the FSA technical experts for a full range of classification, position management and organizational design 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 FSA’s 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, leave bank/leave transfer, flexiplace/ telework program implementation, reasonable accommodation, and for people with disabilities.

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WORKFORCE DEVELOPMENT GROUP

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 FSA WD has responsibilities for leadership and organizational development, competency assessment and development, curriculum design, and delivery. The Director’s office manages the overall activities and in addition, along with the staff of the two Divisions, serves as a resource to FSA’s business units and provides advisory services necessary to help them diagnose and resolve issues affecting individual and organizational performance. Identification and communication of competencies necessary to accomplish FSA’s current and future work, and acquisition and design and delivery of training to close competency gaps is a key responsibility. WD has two divisions:

  • Management and Leadership Development Division
  • Employee Development Division.

Management and Leadership Development Division

Management and Leadership Development Division (MLDD) 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 FSA 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. MLDD 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 FSA. 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 FSA They handle the communications, logistics, and record keeping related to employee training and development.

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FACILITIES, SECURITY AND EMERGENCY MANAGEMENT SERVICES GROUP

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, Regional Training facilities, 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 Service 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 FSA 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.

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Last Modified: 10/30/2014