Assistant Director - Financial Aid

Position Title:

Assistant Director, Financial Aid

Position Type:

Regular

Hiring Range:

$28.03 - $33.65 / hour; Compensation will be based on education, experience, skills relevant to the role and internal equity

Pay Frequency:

Hourly

A.   POSITION PURPOSE

The Assistant Director reports to the Associate Director. 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. They will serve as the main Outreach Coordinator and will act as a liaison for all SCU departments. 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 and will play a lead role in new student packaging.  

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.  

B. ESSENTIAL DUTIES AND RESPONSIBILITIES 

Customer Service/Counseling

• Provide assistance to the Associate Director and Director of Financial Aid
• 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 audiences 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.

Financial Aid Awarding

• Award Financial Aid to various groups, first-year students, current undergraduate students, transfer students, and graduate students, with a leading role in new student packaging.  
• 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.

Return to Title IV (R2T4)

• Assist in completing federally mandated R2T4 for undergraduate, graduate, professional and extension students.
• Understand and process necessary reports to maintain R2T4 compliance.
• Set up a web-based calendar with budget and enrollment dates.

Financial Aid Outreach

• In collaboration with the financial aid team, lead the Financial Aid Outreach program and follow-up activities to targeted populations; present financial aid information to students, parents, staff and the general public in a variety of settings, such as high schools, on-campus, businesses and community organizations.
• Develop and organize outreach materials and/or events targeted towards increasing awareness in financial aid programs and services.

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.

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.

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.

Review Applications

• Review financial aid including FAFSA, CSS/Financial Aid PROFILE, DREAM applications, CAR, ISIR, Appeals, and professional judgment.

Verification

• Assist the 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.

Computations

• Understand and interpret the Federal Methodology (FM) and Institutional Methodology (IM) need analysis formula.

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.

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.

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 to 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.

Reports and Reconciliation

• Transfer monitoring/enrollment verification.
• Responsible for monthly Cal Grant reconciliation.
• Responsible for monthly reconciliation of departmental funds.

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

• 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.
• This position may require some weekend and/or evening work.
• This position may require travel beyond Santa Clara University to conferences, workshops, etc.
• This position may be required to present financial aid related information to various audiences, which include forums both internal and/or external.
• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. 
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow.  
• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. 
• Prepares and submits reports as requested and required.
• 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.

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.)

Skills

• Effective time management and organizational skills.
• Excellent interpersonal and teamwork skills.
• Excellent communication and listening skills.
• Excellent writing and editing skills

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 needs 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.

Education and/or Experience 

• Bachelor’s degree required or equivalent education and experience. 
• One to three years of experience
  
  

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 conferences and training sessions within the 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.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

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 visit 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

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].