"Director, Financial Aid"

Job Description

Summary Description

To plan, organize, coordinate, improve and direct the financial aid and scholarship programs, if assigned, and other assigned student support services at a community college; direct the development, administration, implementation and evaluation of program activities and operations; prepare and administer annual program budgets; ensure compliance with District policies and applicable State and federal regulations related to financial aid; and train, supervise and evaluate assigned personnel; serve as custodian of records and ensure the timely, accurate and legal maintenance, storage, retrieval and release of all records associated with assignment.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

Supervision Received and Exercised

Receives general direction from the appropriate level manager, administrator, or designee.

Exercises functional and technical supervision over assigned classified professionals, student staff and related reporting personnel.

Representative Duties

• Assist the Vice President for Student Services, or designee, in the resolution of student and faculty concerns related to assigned programs.
• Attend workshops, professional conferences, and trade shows for program planning and development; represent the Financial Aid Office, other assigned student support services programs and the District at a variety of administrative and professional meetings, as required, including participation in local, state and national professional associations.
• Communicate with other student services personnel, District administrators and support personnel, College, representatives of State and federal agencies, educational institutions, social service organizations, counselors and others to coordinate student support service needs, programs, services, operations and activities; resolve conflicts and issues and develop new and effective programs and services to meet student needs.
• Coordinate program activities with other student services functions and instructional programs; serve on campus and District committees, task forces and other work groups; provide technical expertise concerning assigned program(s); work cooperatively and collaboratively with others to develop, implement and evaluate a community outreach program to local high schools, partnerships/agreements with advisory boards, professional associations, K-12 and transfer institutions, business and industry regarding financial aid; establish, coordinate and maintain positive relationships with local high schools and four-year degree earning institutions.
• Create a positive campus climate that fosters innovation in the development of programs and services in financial aid and other assigned areas of student support; assist the Vice President for Student Services, or designee, in providing direction for the development of new programs and assist in coordinating program approvals as appropriate.
• Develop, direct and evaluate program activities and operations; compile and analyze data related to program participation and evaluation; develop, implement, coordinate and evaluate policies and procedures for the administration of various financial aid programs; assure the programs comply with federal, State and local requirements.
• Develop, prepare, submit, administer, monitor and review departmental budget, including the State BFAP budget, as well as annual budgets for assigned programs, including annual budget requests for equipment, supplies and personnel; direct the acquisition, maintenance and use of equipment; and maintain an equipment and technology replacement plan; direct the maintenance of adequate records and controls to assure that expenditures and operations remain within established budget limitations; prepare recommendations and justifications regarding budget requests; monitor and approve purchase requisitions and prepare agenda items for Board approval as needed; authorize expenditures according to District policies and applicable regulations.
• Direct the acquisition, maintenance, and use of technology and other equipment related to assigned programs; and maintain an equipment and technology replacement plan.
• Direct the preparation and maintenance of required, detailed and comprehensive reports, records, statistics and files regarding assigned programs, operations, activities, personnel and facilities; serve as custodian of records related to area of assignment.
• Direct, oversee, review, monitor and evaluate assigned grants, ensuring that implementation and management are according to grant guidelines and that grant budgets are developed and maintained according to legal requirements and district procedures; develop and coordinate related grant funding and partnership opportunities to enhance and expand Financial Aid and other assigned student support programs.
• Disseminate information about the availability of external funding; communicate with faculty members and administrators regarding grants relevant to their academic field; provide information concerning specific funding sources; coordinate timelines and protocol for grants.
• Evaluate and prepare statistical data reports relating to financial aid impact on students and the institution; act on student appeals and provide necessary recommendations as required.
• Guide, organize, coordinate and, when assigned, make oral presentations to students, parents, counselors and professional colleagues at various gatherings and/or conduct workshops to provide specialized information regarding financial aid and related student services; develop and direct the distribution of brochures, flyers and other promotional materials and college publications to publicize financial aid opportunities for students.
• Initiate, coordinate and supervise the process for the delivery of campus-based, State and federal financial aid programs, or other assigned student support services; confer with Information Technology regarding the identification, development, implementation and enhancement of data processing systems and software applications for assigned programs.
• Interface with the community and external agencies in all matters of community relations associated with area of assignment; serve on a variety of campus, District, community, and State committees; and meet with representatives of business, industry, and local government.
• Maintain current knowledge of financial aid, scholarship, if assigned, and other assigned student support programs and services.
• Monitor, interpret, apply and explain State and federal regulations and legislation, and new State Education Code regulations, to determine impact on assigned programs and services; ensure compliance with District policies as well as State and federal laws related to assigned program(s); review and certify the accuracy of data concerning program participation.
• Organize, attend or chair a variety of administrative and staff meetings related to areas of assignment, strategic planning, budget, advisory committees and other activities; participate in collegial consultation, participatory governance and appropriate advisory committee meetings and provide in-service and workshops for employees.
• Participate in the development of the College's strategic plan, communicating the needs, goals, plans and overall role of areas of assignment; formulate and develop long and short-range goals and strategic plans, including staffing, facilities; assure consistency of plans with other college and District plans; prepare long-range plans and statements of goals and objectives.
• Plan and coordinate the scholarship award program with the College Foundation Office; serve as the financial aid liaison coordinator to the scholarship committees when assigned.
• Plan, organize, coordinate and direct the operations and activities of the Financial Aid program and other assigned student support services; develop organizational structures and work processes that facilitate attainment of established program(s) goals and objectives; develop and implement appropriate methods and procedures to optimize efficient and effective delivery of services to students.
• Prepare a variety of state and federal accountability reports; prepare and submit a variety of statistical and narrative reports; prepare budget reports, annual recap data and special reports, proposals, recommendations and other materials as requested; coordinate and respond to periodic audits and program reviews; participate in internal, State and federal audits as needed; respond to findings and initiate actions as required.
• Prepare annual applications for federal and State funding; plan, organize and manage the expenditures of College Work-Study, grant and loan funds to maximize student and institutional needs.
• Provide leadership and advocacy to enhance innovation and participation in issues related to the administration of financial aid and other student support services to ensure student success; communicate the changing expectations, trends and needs of educational preparation effectively to assigned personnel.
• Supervise and direct Financial Aid Office staff, working cooperatively with outreach personnel, to plan, develop, implement and evaluate a comprehensive community financial aid outreach program for local high schools regarding financial aid and other student support programs, services and activities directed at the recruitment of new students and the retention and completion for current students.
• Train, supervise and evaluate the performance of assigned personnel; observe and evaluate work performance, methods and effectiveness; participate in the selection of new and temporary staff in accordance with District policies and legal requirements; delegate and review assignments and projects; adjust workload and assignments; evaluate work products and results; establish and monitor timelines and prioritize work.
• Perform assigned duties in a manner consistent with the values, mission, and goals of the college.
• Perform other duties as assigned that support the overall objective of the position and the District's mission and philosophy.
• Report to work on a regular and consistent basis, as scheduled, to assigned job.

Minimum Qualifications

Education and Experience Guidelines

Education: A bachelor's degree from an accredited college or university with major course work in business or public administration, education, or closely related field.

Experience: At least five years of increasingly responsible financial aid experience, including at least three years as a financial aid program manager, coordinator, or lead.

Commitment to equity and diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how these factors relate to the need for equity-minded practices within an educational environment.

Licenses, Certificates, and/or Other Requirements: A valid California drivers license.

Knowledge of:

• A community college system.
• All divisions and their inter-relationships; a thorough knowledge of the various student support services required to enhance instruction.
• Applicable District policies and local, State and federal laws, codes and regulations, Including Title V and California Education Code.

Ability to:

• Allocate financial and human resources in accordance with sound management principles.

Application Procedure

To be considered a candidate for this position, the following materials must be electronically uploaded:

• Completed South Orange County Community College District online application including education and experience.
• Cover letter.
• Current resume and/or curriculum vitae.

You will also be required to answer the following question: How has your professional background and experience prepared you to be an effective leader at a college that is committed to equity, values diversity, and expects inclusion?

Incomplete application packages will not be considered.

Work Environment and Physical Demands

Work Environment: Standard office setting...

Physical Demands: Incumbents regularly sit for long periods...

Supplemental Information

Range 17 of the District Management Team Salary Schedule

Work Schedule: Monday - Friday (8:00 AM - 5:00 PM) (evening and weekends as needed)

Required Documents: Resume and Cover Letter

Hours per Week: 40

Months: 12

Application materials must be received by 11:59 pm on April 15, 2026