Position Title:
Assistant Director, Financial Aid
Position Type:
Regular
Salary Range:
$25.24 - $29.01/hour; Commensurate with experience
Pay Frequency:
Hourly
A. POSITION PURPOSE
The Assistant Director reports to the Director, Packaging. This is a full-time, full-year position. The Assistant Director serves as a counselor in the Financial Aid Office; assesses aid eligibility for applicants, explains financing options, prepares awards, and adheres to federal, state, and University policies and procedures. As well, this position provides support to the Financial Aid Office staff. This position will be responsible for administering and coordinating financial aid applications, packaging and awarding of aid, scholarship programs, and the proper distribution of institutional, state, federal, and private funds to all undergraduate students.
This position will be cross-trained to assist in all technical upgrades within our division and will be called upon to use independent judgment. The position supports the strategic goals and direction of Enrollment Management by providing systems and operations activities to help achieve stated data management goals and reporting objectives.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1.Customer Service/Counseling
Provide assistance to Director, Packaging.
Advise and communicate with students, parents, campus departments, and other pertinent constituencies about financial aid eligibility, requirements, availability, and individual circumstances, where appropriate.
Respond to various inquiries from internal/external audience by telephone and in writing.
Counsel high school and community college students, parents, and counselors with regard to the preparation necessary for enrollment to Santa Clara University.
Conduct needs analysis in compliance with federal criteria to determine the relative eligibility of each financial aid applicant.
Conduct verification of student and parent application data in compliance with federal criteria.
Keep senior management informed of issues and concerns raised by inquiries; identify and recommend changes in processes to better expedite financial aid process (both general and student specific).
Provides stellar counseling services for students, parents, and walk-in visitors on information regarding federal, state, and University financial aid.
Responsible for telephone calls and other communications such as email, zoom, etc.
Understand, interpret, and implement Federal regulations as they pertain to the Financial Aid Office.
Provide assistance to co-workers when required to support the financial aid process.
Daily phone contact with other SCU offices regarding general financial aid office statuses.
Assist families in the review of cases for special conditions and/or professional judgment.
Generates communications for programs related to financial aid packaging and customer service and manages the distribution with limited direction.
Provides back-up support for processing outside (private) scholarships and acts as back up support for internal scholarships, fellowships and grants, including receiving and posting funds to student accounts in financial aid data base, maintaining records of funds and donor instructions received, and monitoring appropriate application of the funds.
2.Financial Aid Awarding
Award Financial Aid to various groups, first year students, current undergraduate students, transfer students, and graduate students.
Determine the types and amounts of financial aid to be awarded through the packaging process according to federal, state and institutional requirements.
Review applications for financial aid, analyze financial situation and needs, determine appropriate packaging of aid and adjust packages to meet changes in student eligibility criteria (federal, state, university and private).
Monitor individual student awards (rainbow reports).
Document aid adjustments.
Develops and maintains students, campus partners, and other pertinent constituencies' relationships in their own area in accordance with team objectives.
Calculate financial need and construct financial aid packages in accordance with federal, state, and institutional aid.
Understands students, campus partners, and other pertinent constituencies' viewpoint and actively seeks and acts upon feedback from customers.
Assist in monitoring and advising students on Satisfactory Academic Progress standards.
3.Return to Title IV (R2T4)
Responsible for completing federally mandated R2T4 for undergraduate, graduate, professional and extension students.
Responsible for training other financial aid staff on R2T4 processes and procedures.
Understand and process necessary reports to maintain R2T4 compliance.
Set up a web-based calendar with budget and enrollment dates.
4.Compliance
Keep abreast of and ensure compliance with all federal, state, university rules, regulations, polices and guidelines regarding financial aid.
Assist with Federal Compliance Single Audit A-133.
5.Financial Aid Office Liaison
Serve as a contact to undergraduate students, and responsible for correspondence.
Serve as liaison for office functions, programs and services, internal and external to the University; attend high school nights and special events; manage incoming calls, e-mail messages and follow-up procedures applicable to assigned student groups.
6.Training
Attend workshops on the financial aid process; assist in aid eligibility assessment, fund disbursement, and aid reconciliation procedures and federal/state tax returns.
Conducts workshops on the financial aid process for all families; assists in aid eligibility assessment, funds disbursement, and aid reconciliation procedures.
Develop materials and conduct training for staff and other campus departments.
7.Review Applications
Review financial aid including FAFSA, CSS/Financial Aid PROFILE, DREAM applications, CAR, ISIR, Appeals, and professional judgment.
8.Verification
Assist operations team with notifying students that they were selected for verification.
Review verification documents submitted for completion and accuracy.
Conduct verification of student and parent application data in compliance with federal criteria.
Collaborate with Operations with reviewing and completing documents for verification.
9.Computations
Understand and interpret the Federal Methodology (FM) and Institutional Methodology (IM) need analysis formula.
10.Enrollment Verification
Confirm enrollment status of undergraduate students and adjust aid as needed.
Manage quarterly enrollment changes reports, verifying student eligibility.
Adjust aid and notify personnel as necessary.
11.Help Interpret Policy and Regulations, and Procedural Resources for the Financial Aid Office
Understand, interpret, and implement Federal, state, agency, and university regulations as they pertain to the Financial Aid Office for Financial Aid staff, students, and SCU faculty and staff as necessary.
Review Federal, state, and university rules and regulations to make sure that appropriate procedures are in place to ensure compliance. Continuously reviews, researches, and resolves office procedures and either makes changes or makes recommendations to the Director, Operations, Financial Aid as appropriate.
Routinely exercises professional judgment relative to confidential student situations.
In addition to helping interpret policy, regulations, and providing resources, act as back up as necessary for all functions within the Financial Aid Office.
12.Testing and Participation in Financial Aid Office's Systems
Provide input and test Workday and other financial aid data systems processes for awarding students.
Provide input improve technical data and reporting to support Financial Aid Office management and staff including the development and maintenance of Financial Aid Office shared queries.
Participate in the installation, implementation and maintenance of new software and desktop tools. Train department personnel in the application of new software packages and functional system changes as needed.
Test financial aid processes prior to implementation of Workday patches, updates, and new releases, etc.
Provide input concerning the internal controls for the maintenance and enhancement of systems and software that support the automated functions of the Financial Aid Office.
Coordinate with the Sr. Management, and Financial Aid to schedule and run processes in accordance with the Operations Plan/Productions Schedule.
Report technical issues with Workday or other data systems.
Report any transaction, process, and report issues. Research errors and establish processes to ensure they are not repeated.
Provide training on existing or new systems and software.
Test, as needed, the financial aid functions to improve Workday/other financial aid data system functions.
Participate in information sessions with the third-party consultant to learn Workday functions/processes.
13.Reports and Reconciliation
Transfer monitoring/enrollment verification.
Responsible for monthly Cal Grant reconciliation.
Responsible for monthly reconciliation of departmental funds.
14.Other Duties as Assigned
Including, but not limited to, changing processes and procedures quickly to respond to the changing needs of students, the Financial Aid Office, and financial aid regulations.
C. PROVIDES WORK DIRECTION
Not Applicable
D. RECEIVES WORK DIRECTION FROM
Director, Packaging
E. GENERAL GUIDELINES
1. Provide outstanding customer service, in person, on the phone, or by email, while demonstrating patience and understanding, to families and students who are seeking Financial Aid. Also to provide excellent internal customer service to University staff and other agencies on all aspects of financial aid programs (federal, state, university, and private): policies, procedures, practices, office services, and document completion: process applications and/or documents related to aid programs.
2. This position may require some weekend and/or evening work.
3. This position may require travel beyond Santa Clara University to conferences, workshops, etc.
4. This position may be required to present financial aid related information to various audiences, which include forums both internal and/or external.
5. Recommends initiatives and implements changes to improve quality and services.
6. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
7. Maintains contact with customers and solicits feedback for improved services.
8. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
9. Researches and develops resources that create timely and efficient workflow.
10. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
11. Prepares and submits reports as requested and required.
12. Develops and implements guidelines to support the functions of the unit.
F. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Employee cannot be in default on Title IV loans.
1.Knowledge
Knowledge of all aspects of financial aid programs, policies, procedures and practices. Knowledge of federal, state, university and private assistance programs. Knowledge of general office policies and procedures, basic office equipment operation (hardware, Microsoft Office products, etc.)
2.Skills
Effective time management and organizational skills. Excellent interpersonal and teamwork skills. Excellent communication and listening skills. Excellent writing and editing skills
3.Abilities
Ability to provide excellent customer service in a high traffic area. Ability to interpret complex institutional, state, and federal regulations; exercise independent judgment in making decisions. Ability to communicate effectively in English, both verbally and in writing. Ability to adapt to work environment change, and relate to diverse populations. Ability to assess situations, prioritize need and tasks, and to assist, counsel, and act accordingly. Ability to establish and maintain effective, team-oriented, working relationships. Ability to operate a personal computer and various software programs. Understanding and support of Jesuit tradition of education and commitment to the fundamental values of service to others, community, and diversity.
4.Education and/or Experience
Bachelor's degree required or equivalent education and experience. One to three years of relevant experience preferred.
G. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, venders or suppliers.
H. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office and computer lab environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions. EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, azisser@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Assistant-Director--Financial-Aid_R3655
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