Financial Aid Manager

Job Description

Definition Develops, implements, and manages the multi-faceted student financial aid programs at one of the colleges of the District or at the Central Financial Aid Unit of the District Office; serves as the Financial Aid Administrator of record for all purposes specified within federal and state regulations and guidelines.

Typical Duties Plans, organizes, administers, and manages the operations of a Financial Aid Office or the Central Financial Aid Unit. Selects, trains, and supervises the work of assigned staff engaged in all phases of the student financial aid program. Serves as the Financial Aid Administrator for all purposes defined in federal and state statutes, regulations, and guidelines and ensures compliance thereto. Develops, establishes and implements operational policies and procedures in accordance with federal, state, District and college regulations and guidelines governing the entire financial aid award process from receipt of application to disbursement of funds. Interprets complex policies, rules and regulations, and operational procedures to students, faculty, administration, and staff. Assures the timely and accurate awarding of financial aid to eligible students. Develops fund requirements for federal financial aid programs. Coordinates and prepares institutional responses to independent audits, internal audits, and federal and state program reviews. Implements accounting controls and reviews and monitors federal and state financial aid expenditures. Implements upgrades of computerized financial aid management systems to insure effective operation of the Financial Aid Office or the Central Financial Aid Unit. Develops the budgetary, staffing, facilities, and equipment requirements for the Financial Aid Office. Conducts research on costs of housing in the geographic area served by a college. Coordinates awards and reconciliation of all federal financial aid programs and other available student resources including but not limited to state programs and scholarships. Assists in developing and coordinating procedures and schedules with other on-site offices such as the business office, admissions and records, counseling, and other student services programs as well as off-site high schools and external programs. Represents the college or the Central Financial Aid Unit to community groups, public and private organizations, and governmental agencies to promote local, regional and national financial aid programs for current students and prospective students. Implements the college "Satisfactory Academic Progress" policy pertaining to financial aid applicants and recipients. Utilizes standard office software applications to compile data and prepare reports, publications, and correspondence concerning student financial aid matters. Utilizes specialized financial aid computer application platforms such as Peoplesoft, StudentForms, ED Express (EDE), Common Origination and Disbursement (COD), National Student Loan Database System (NSLDS), and Webgrants. Investigates and resolves non-routine problems related to financial aid applications, eligibility, and awards. Participates in the college student recruitment outreach program by developing recruitment materials and attending meetings and events for the purpose of disseminating information regarding financial aid available to current community college students and prospective students. Attends and participates in seminars, workshops, conferences, and other meetings concerned with the implementation of state and federal laws and regulations pertaining to financial aid. Directs the maintenance of student financial aid records. Performs related duties as assigned.

Distinguishing Characteristics A Financial Aid Manager develops, implements, and manages the student financial aid programs at one of the colleges of the District or at the Central Financial Aid Unit of the District Office; serves as the financial aid administrator of record for all purposes specified within federal and state regulations and guidelines. A Financial Aid Supervisor supervises activities related to the day-to-day operations of a college's Financial Aid Office, including the areas of analysis of student financial needs, determination of student financial aid eligibility, review of financial aid applications, and awarding of financial aid, as well as maintenance of related records and files. A thorough knowledge of financial aid program policies, goals, and procedures is continuously applied in performing the duties of the class. A Financial Aid Technician oversees and participates in one or more of the functional phases of awarding scholarships, loans, and grants at a college; or has full responsibility for one major financial aid program at a college or the Central Financial Aid Unit of the Educational Services Center; performs tasks on several software programs including downloading of information.

Supervision General supervision is received from an academic or classified administrator. General supervision is exercised over assigned supervisory, technical, and clerical financial aid staff.

Class Qualifications

Knowledge of:

• Provisions of state and federal legislation and administrative regulations and policies governing federal financial aid or other funded programs
• Principles and procedures related to financial aid office operations
• Computerized financial aid award and tracking systems
• Eligibility requirements and application procedures for assigned financial aid programs
• Principles, practices, and procedures of management
• Accounting and fiscal management practices of governmental agencies
• Organization of post-secondary educational institutions
• Techniques of counseling and interviewing
• Research techniques and sources of reference material and information pertaining to financial aid
• Organization and management of files
• Principles, practices, and procedures of supervision and training
• Capabilities of computer applications systems, and hardware used in the management of student financial aid programs

Ability to:

• Develop, implement, administer, and manage complex, multi-faceted student financial aid programs
• Interpret and apply federal and state laws and regulations pertaining to financial aid programs
• Assess situations accurately and take effective actions
• Work independently on complex assignments
• Establish work standards and goals, and evaluate program results
• Develop creative and effective techniques to inform prospective students of the availability of financial aid
• Plan, assign, and supervise the work of assigned staff
• Prepare clear, comprehensive, and accurate reports and presentations
• Develop and maintain budget of assigned office
• Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of achievement
• Establish and maintain effective relationships with a diverse pool of students, staff, faculty, administrators, and representatives of other jurisdictions
• Work confidentially with discretion
• Provide training in financial aid procedures
• Travel to off-site events and meetings
• Learn specialized software applications

Entrance Qualifications

Education and Experience: A bachelor's degree from a recognized college or university, preferably with a major in accounting, business administration, economics, finance, public administration, or a related field. AND Three years of recent, full-time, paid experience in supervising the operations of a financial aid office at a college or university financial aid office with responsibility for office operations. Additional qualifying experience may be substituted for the educational requirement on a year-for-year basis.

Special: A valid California Class "C" driver's license Travel to locations throughout the District is required.

Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program

Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.