Under the supervision of the Financial Aid Director, plans, organizes, directs and manages the daily operations affecting Student Financial Aid services. Supervises all staff, organizes and prioritizes workload, coordinates various office projects as assigned by the Director. Analyzes, researches, and resolves problems connected with financial aid. Oversees inter-office functions between Accounting, Student Financial Aid, Information Technology and serves as the liaison in the absence of the Director.
 
DISTINGUISHING CHARACTERISTICS:  The Financial Aid Manager is a working managerial position engaged in administering local, state, and federal student financial aid and grants, financial aid transaction processing and mandated reporting. The Manager will demonstrate in-depth knowledge of federal and state financial aid programs and regulations to ensure compliance in all areas.  The Manager is responsible for the day-to-day management and supervision of financial aid activities for the Student Financial Aid Office. Oversees and provides assistance to the office staff related to the functions and operations of a complex student financial aid office including its technical components; assists with the management of all student financial aid programs; supervises all activities related to the front office; supervises all support staff; coordinates and assists the Director with personnel matters related to staff training; hire, train, and supervise student assistants; coordinates all activities related to the application, processing, verification, awarding and packaging of student applications; assists with the technical management of all financial aid programs; assists with fund reconciliation; assists with the updating of student financial aid policies and procedures.
 
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

1. Plan, organize, direct and oversee the activities of the Student Financial Aid Office.
2. Provide day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment which supports achieving the college objectives and service expectations; provides leadership and participates in programs and activities that promote a positive employee relations environment.
3. Administer all state and federal programs, prioritizing and assigning work to team members.
4. Exercise professional judgment as described in federal regulations governing Title IV Programs.
5. Perform program management duties to include procedures necessary to properly package and award financial aid.
6. Perform quality audits of work done to ensure accuracy and the proper following of procedures.
7. Communicate information regarding changes in policy or procedures that may impact the institution's ability to participate in the Title IV Programs and the Institution's fiscal liabilities.
8. Account and report proper expenditures of financial aid operating funds such as BFAP and general funds.
9. Monitor satisfactory academic performance of student financial aid recipients; apply probation and disqualification policies and procedures as applicable.
10. Review correspondence from students with unusual problems and resolve as appropriate or determine escalation to the Director, when necessary.
11. Oversee academic progress; manage, evaluate, and implement various student appeals regarding ineligibility for financial aid and recommend appropriate course of action as appropriate; assists financial aid staff in the organization, preparation and processing of student files for verification and appeal reviews.
12. Interpret, apply and communicate federal, state, and institutional laws, rules, and regulations relevant to student financial aid, District policies and procedures, and collective bargaining procedures.
13. Assist in preparing and monitoring the annual budget for areas of responsibility.
14. Research and approve expenditures for services, supplies and equipment according to established fiscal policies.
15. Ensure the maintenance of accurate financial aid records and files; provide for technical direction and guidance.
16. Ensure accountability and reconciliation of federal, state, financial aid funds including but not limited to Pell, Federal Supplemental Educational Opportunity Grant (FSEOG), Cal Grant B, Cal Grant C, Federal Work Study, Board of Governors Fee Waiver, Direct Student Loans, and manage the Return of Title IV Funds (R2T4) process.
17. Oversee and direct the financial aid information systems and web applications used in student needs analysis, awards, and records.
18. Train, supervise, and evaluate the performance of assigned staff in the daily operations of the Student Financial Aid Office; ensure staff receives the appropriate training in the use of various systems and applications for financial aid administration.
19. Assist with conversion to new management information systems pertaining to Student Financial Aid, including evaluation and implementation of applications.
20. Assist with monitoring and maintaining Web information using content management systems.
21. Prepare Student Financial Aid policy and procedures manual and update annually; evaluate processes and procedures and implement improvements.
22. Assist/provide input on performance evaluations.
23. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS
 
Knowledge of:

1. Federal, state and local student financial aid and award programs, federal and state regulations and guidelines.
2. Principles and practices of accepted accounting and auditing procedures related to Federal Title IV Financial Aid.
3. Applicable sections of the State Education Code and the Federal Title IV regulations.
4. Fundamental accounting and fiscal reporting procedures.
5. Challenges of economically disadvantaged students.
6. Policies, procedures, objectives and technical aspects of financial aid programs and activities.
7. Methods and procedures of financial aid award packaging.
8. Eligibility requirements and provisions as outlined in federal, state, and local financial aid programs.
9. Modern office practices, procedures and equipment.
10. Data processing application to financial aid needs analysis, accounting and document management.
11. Information management systems for federal, state, and local processing.
12. Applicable local, state, and federal rules and regulations governing financial aid.
13. Interpersonal skills.
14. Collective bargaining environments.
15. Budget preparation and control.

1. Plan, coordinate, organize, and direct the day-to-day operations of the Student Financial Aid office.
2. Interpret, explain, and apply provisions of federal, state, and local rules, regulations, and guidelines related to financial aid programs and implement acceptable practices.
3. Interpret rules regulations, and policies regarding financial aid programs and awards and determine student eligibility.
4. Maintain current knowledge of financial aid programs.
5. Serve as the liaison during an audit or program review by the District, independent auditory, state program reviewer, or federal auditors.
6. Relate effectively with socially and economically disadvantaged students.
7. Resolve complex situations with creative thinking and sound judgment.
8. Exercise sound judgment in reviewing and screening applications for grants and loans to determine eligibility.
9. Communicate effective both orally and in writing.
10. Work independently with little direction.
11. Analyze situations accurately and adopt an effective course of action.
12. Work in an environment requiring constantly shifting priorities which includes student contacts and multiple tasks.
13. Meet schedules and timelines.
14. Plan and organize work.
15. Supervise, train and evaluate staff.
16. Coordinate operations with other college divisions such as Admissions and Records, Counseling, Business Services, Instruction, etc.
17. Perform data analysis and prepare a variety of research related reports.
18. Assist in preparing and submit annual reports to agencies as required and respond to program reviews and audits.
19. Work confidentially with discretion.
20. Establish and maintain cooperative and effective working relationships with others using tact, patience, and courtesy.

1. Associate's degree or two years of college-level course work in education, business administration or a related field.
2. Four (4) years of experience working in a Student Financial Aid environment; providing customer service expertise to students, staff and administrators.
3. Two (2) years of increasingly responsible experience leading or supervising the work of others in a student-focused environment such as Admissions & Records, Student Financial Aid, Enrollment Services, etc.

1. Bachelor's degree in education, business administration or related field.

This is a regular, full-time, 12-month per year, classified management position. The normal hours of work will be 8:00am to 5:00pm, Monday through Friday; some flexibility to work occasional evenings and weekend hours is required to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at (714) 438-4714 or (714) 438-4716.

APPLICATION REQUIREMENTS:
To be considered for employment you must submit a COMPLETE application packet. A complete application packet includes:
1. A complete Classified/Management Employment Application.
2. A current resume (attached as a separate document - PDF recommended).
3. A cover letter highlighting your qualifications for the desired position (attached as a separate document - PDF recommended).
4. Answers to all Supplemental Questions (please provide clear, thorough responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not put "see resume.").
 
Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank. 

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.

SELECTION PROCEDURES:

1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.

• Willingness to work overtime as required in emergencies to meet deadlines.
• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.