DESCRIPTION
Under supervision of the Director of Financial Aid, the Financial Aid Manager assists in the planning, organizing, and managing of the daily operations of the Financial Aid Office. This position serves as the Financial Aid Administrator in the absence of the Director. Responsible for understanding and implementing federal and state laws and regulations, office policies and procedures, and institutional policies. Understands all aspects of federal verification and needs analysis. Supervises,…
trains, assigns, and reviews work and evaluates assigned staff; oversees the operations of the office to ensure timely delivery of financial aid.
REPRESENTATIVE DUTIES
Essential functions are marked with an (E).
- Plans, organizes, and oversees the processing of financial aid applications. (E)
- Serves as the Financial Aid Director, in the absence of the Director, ensuring compliance with federal and state statutes and regulatory requirements. (E)
- Provides leadership, supervision, and administrative oversight for the Districts Financial Aid. Federal Work-Study, and Job Placement programs in alignment with institutional mission, equity goals, and student success priorities. (E)
- Develops and maintains policy and procedure manuals to ensure accurate and timely financial aid processing from application to disbursement. (E)
- Supervises and evaluates assigned staff. Identified training needs of assigned staff and recommends or develops appropriate development and training plans. (E)
- Coordinates the reconciliation of federal, state, and institutional financial aid programs. (E)
- Coordinates responses to audits, federal and state program reviews, and internal compliance reviews. (E)
- Coordinates response to escalated student issues. (E)
- Organizes financial aid outreach in response to requests by local schools and community organizations and campus partners. (E)
- Maintains security of personally identifiable information (PII) and student financial aid records according to federal regulations. (E)
- Utilizes standard office software and specialized financial aid systems (e.g., ED Express, COD, NSLDS, Web grants, National Student Clearinghouse) to generate reports, track awards, make data updates, changes, and corrections, and ensure regulatory compliance. (E)
- Performs other related duties as assigned.
MINIMUM QUALIFICATIONS
Education: Bachelors degree from a recognized college or university, preferably with a major in accounting, business administration, economics, finance, public administration, or a related field.
Cannot be in default on federal student loans, federal parent loans, or in overpayment on a federal grant.
Experience:
- Three years of full-time, paid experience in financial management involving fiscal analysis and planning AND
- One year of experience in a college or university financial aid office responsible for office operations
- Two years of supervisory experience (may be concurrent)
This is a categorically funded position; continued employment is contingent upon continued receipt of funding.
Knowledge of:
- Equity-based principles and leadership in higher education.
- Higher education in community colleges, including the mission of the California Community Colleges.
- Federal, state, and local laws and regulations applicable to student financial aid and student services, including Title IV, Title V, California Education Code, FERPA, and related compliance requirements.
- Management of the District's financial aid programs.
- Equity-minded leadership, diversity, equity, and inclusion (DEI) practices, and culturally responsive service delivery in community colleges.
- Student services program planning and evaluation, including alignment with Institutional, Program, and Student Learning Outcomes.
- Federal and state reporting requirements for financial aid programs, including audits, program reviews, FISAP, PPA renewals, Gainful Employment, SSARCC, and related submissions.
- Financial aid administration and oversight, including federal, state, institutional, and private aid programs; needs analysis methodologies; awarding, disbursement, reconciliation, and return-of-funds processes.
- Regulations, rules, and institutional systems, policies, and processes related to financial aid, including their connection to admissions, registration, and accounting.
- Federal, state, and local regulations, policies, and procedures for awarding and administering financial aid.
- Institutional policies relevant to admissions, registration, and student accounts receivable.
- Federal reporting requirements for financial aid, including filing reports, making corrections, and verifying approvals.
- Interpersonal skills using tact, patience, and courtesy.
- Effective collaboration, communication, and consensus-building techniques.
- Principles and practices of management, supervision, and training.
- Office systems, procedures, and equipment, including personal computers, student information databases, word processing, and spreadsheet applications.
- Specialized financial aid databases and data management systems.
- Student eligibility criteria and application processes.
- Budget development and fiscal management.
- Financial aid software systems and reporting tools.
- Professional standards related to student records and confidentiality.
