Associate Director of Financial Aid

Seaside, California
Mar 17, 2017
Institution Type
Four-Year Institution

Associate Director of Financial Aid

(Administrator II)


Apply Today!  Open until filled.  Application Screening Begins: Monday, April 10, 2017



Under the general supervision of the Director of Financial Aid, the Associate Director of Financial Aid assists in providing leadership and management of a comprehensive financial aid program that includes federal, state, system wide programs and institutional scholarships. Acts as the administrator-in-charge in the Director's absence. Assists in the management of communications within the Financial Aid office, including recommending, developing and implementing policies and procedures responsive to changing program regulations for a broad array of programs. Provides training and assistance to frontline, technical and counseling units to insure compliance with federal, state and University policies. Improves customer service practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Responsible for the strategic administration of financial aid policies, requirements and procedures.The Associate Director evaluates processes and procedures related to student financial aid activities, including federal, state, institutional, and private sources (e.g., Veteran's Affairs, Cal Grant, and Federal Family Educational Loan Programs) and creates action plans to implement improvements.Ensures the security of financial aid applications, documents, and systems. Makes recommendations and coordinates training activities for the entire Financial Aid Office, Campus Service Center, Outreach Office and Admissions Office.
  2. Provides leadership, supervision, development and evaluation to the Financial Aid team to ensure quality control; which complies with federal, state, CSU, institutional and other agencies' regulations are followed and that effective customer service is provided to students. Responsible for the selection processes, evaluating staff work performance, establishing priorities and timelines for tasks and projects, including purchasing for the unit, developing systems performance measurements, establishing skill enhancement and/or performance improvement programs. Makes recommendation for the enhancement and expansion of existing systems.Maintains close working relationships with other members of the Financial Aid unit to develop, improve, and communicate policies, practices and services.
  3. Participates on outside committees that function in cooperation with state and federal agencies to evaluate the effectiveness of program administration, and to make recommendations for changes to state and federal policies.
  4. Establishes effective communications and works collaboratively with Financial Aid Office staff, service providers, and campus offices to evaluate administrative practices and implement effective procedures for delivery of customer service. Participates in the strategic planning for the Financial Aid Office, in cooperation with both internal office staff and other university offices. Assists in planning and developing institutional strategies that encourage student access and retention.
  5. Interprets both new and revised federal, state, and CSU regulations to assess the impact on current institutional practice. Recommend changes that may be needed to CSUMB policies and procedures to comply with relevant regulations.
  6. Assists the Director in annual audit, program reviews, or other audits that may arise. Acts as department liaison and provides auditors with explanations and interpretations of how CSUMB policies and procedures comply with all relevant regulations. Assists in resolving any discrepancies.
  7. Responsible for the administration and reconciliation of Financial Aid programs in coordination with Administration and Finance, University Advancement, Federal, State and other outside agencies.
  8. Responsible for student loan default prevention and oversees the compliance of consumer information requirements.

Other Functions:

  1. Provides direct customer service by advising students and families in situations which cannot be resolved by counseling staff, including complaint resolution. Provides indirect customer service, internal office review of aid applications, processing of student requests for revisions to aid packages, and special circumstance petitions. The focus of this processing is on the most complicated cases which counseling staff may not be able to resolve. Performs other job-related duties and special projects as assigned.




Knowledge of: Federal, State, Institutional and CSU system Financial Aid laws, regulations, and policies; procedures and regulations as they relate to institutions of higher education. An understanding of aspects of Financial Aid functions on a university campus, and a knowledge of computer applications applicable to Financial Aid. Thorough knowledge of management and administrative techniques related to the development and implementation of appropriate methods of work planning, scheduling and coordination in a team environment to meet changing student and organizational objectives. Demonstrated working knowledge of information systems and communications technologies. 

Ability to: develop financial aid records management systems and maintain a high level of confidentiality and organizational integrity; effectively present ideas and concepts in clear and concise written or presentation format; prepare analytical and technical reports; supervise the work of multiple direct reports and effectively recommend personnel actions; train and evaluate the productivity and performance of employees; analyze situation and take corrective action; effectively use information and web-based applications; assume responsibility and initiative to prioritize emerging issues, handle concurrent objectives and meet deadlines; and establish and maintain effective working relationships within a diverse academic environment.


Equivalent to a bachelor's degree from an accredited college or university AND three (3) years of progressively responsible experience in financial aid/student services administration demonstrating successful leadership skills.  A graduate degree in a related field may be substituted for one year of the required experience. Additional experience, which has demonstrated the requisite skills and abilities, may be substituted for required education on a year-for- year basis.


Master's degree in a related field. Experience as an Assistant/Associate Director of Financial Aid at an institution of comparable mission and size. Second language fluency. Knowledge of the enrollment management, California Education Code regulations, CSU Executive Orders, CSU test regulations, CSUMB Academic Senate policies, Admissions and Recruitment policies and procedures. Experience working with diverse populations and in academic settings preferred. Technical fluency with Microsoft Office Professional Suite, Oracle-PeopleSoft/CMS student information systems or equivalent; and Google mail and calendaring programs. 


A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

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 CSU Executive Order 1083  as a condition of employment.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position is a designated position in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


This position has been designated as a sensitive position with:

  • responsibility for the care, safety and security of people (including children and minors), animals and CSU property
  • responsibility or access/possession of building master or sub-master keys for building access
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
  • control over campus business processes, either through functional roles or system security access

This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.


Occasional evenings and/or weekend work may be required.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. 


Salary is expected to be in the mid to high $60,000s/annual.  This is a management level position with an attractive benefits package, which includes:  a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental and vision insurance; long term disability coverage; life insurance; educational incentives; and retirement benefits. For further information, please visit: Management Personnel Plan. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.


Please be aware of the following important dates and plan accordingly: 

Tentative Timeline:                       

April 17 - 21, 2017                             Screening Interview via Skype  

April 24 - 28, 2017                           On-Campus Interview                                                                              

For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map).  Please check the links provided for the respective hours.

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.

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