Manager, Student Financial Aid

Costa Mesa, California
$66,814.00 - $88,060.00 Annually
Apr 25, 2017
Institution Type
Community College

Orange Coast College


Manager, Student Financial Aid

Job# O-060-17

Salary: $66,814.00 - $88,060.00 Annually

Deadline: 05/26/17


Full job description and OFFICIAL application available ONLY at: Please click on OPEN POSITIONS located in the menu bar on the left, then select your desired jobs category to access list of open positions.



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:

• Plan, organize, direct and oversee the activities of the Student Financial Aid Office.

• 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.

• Administer all state and federal programs, prioritizing and assigning work to team members.

• Exercise professional judgment as described in federal regulations governing Title IV Programs.

• Perform program management duties to include procedures necessary to properly package and award financial aid.

• Perform quality audits of work done to ensure accuracy and the proper following of procedures.

• 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.

• Account and report proper expenditures of financial aid operating funds such as BFAP and general funds.

• Monitor satisfactory academic performance of student financial aid recipients; apply probation and disqualification policies and procedures as applicable.

• Review correspondence from students with unusual problems and resolve as appropriate or determine escalation to the Director, when necessary.

• Oversee and 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.

• 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.

• Assist in preparing and monitoring the annual budget for areas of responsibility.

• Research and approve expenditures for services, supplies and equipment according to established fiscal policies.

• Ensure the maintenance of accurate financial aid records and files; provide for technical direction and guidance.

• 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.

• Oversee and direct the financial aid information systems and web applications used in student needs analysis, awards, and records.

• 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.

• Assist with conversion to new management information systems pertaining to Student Financial Aid, including evaluation and implementation of applications.

• Assist with monitoring and maintaining Web information using content management systems.

• Prepare Student Financial Aid policy and procedures manual and update annually; evaluate processes and procedures and implement improvements.

• Assist/provide input on performance evaluations.

• Perform other related duties as assigned



Knowledge of:

• Federal, state and local student financial aid and award programs, federal and state regulations and guidelines.

• Principles and practices of accepted accounting and auditing procedures related to Federal Title IV Financial Aid.

• Applicable sections of the State Education Code and the Federal Title IV regulations.

• Fundamental accounting and fiscal reporting procedures.

• Challenges of economically disadvantaged students.

• Policies, procedures, objectives and technical aspects of financial aid programs and activities.

• Methods and procedures of financial aid award packaging.

• Eligibility requirements and provisions as outlined in federal, state, and local financial aid programs.

• Modern office practices, procedures and equipment.

• Data processing application to financial aid needs analysis, accounting an document management.

• Information management systems for federal, state, and local processing.

• Applicable local, state, and federal rules and regulations governing financial aid.

• Interpersonal skills.

• Collective bargaining environments.

• Budget preparation and control.

Ability to:

• Plan, coordinate, organize, and direct the day-to-day operations of the Student Financial Aid office.

• Interpret, explain, and apply provisions of federal, state, and local rules, regulations, and guidelines related to financial aid programs and implement acceptable practices.

• Interpret rules regulations, and policies regarding financial aid programs and awards and determine student eligibility.

• Maintain current knowledge of financial aid programs.

• Serve as the liaison during an audit or program review by the District, independent auditory, state program reviewer, or federal auditors.

• Relate effectively with socially and economically disadvantaged students.

• Resolve complex situations with creative thinking and sound judgment.

• Exercise sound judgment in reviewing and screening applications for grants and loans to determine eligibility.

• Communicate effective both orally and in writing.

• Work independently with little direction.

• Analyze situations accurately and adopt an effective course of action.

• Work in an environment requiring constantly shifting priorities which includes student contacts and multiple tasks.

• Meet schedules and timelines.

• Plan and organize work.

• Supervise, train and evaluate staff.

• Coordinate operations with other college divisions such as Admissions and Records, Counseling, Business Services, Instruction, etc.

• Perform data analysis and prepare a variety of research related reports.

• Assist in preparing and submit annual reports to agencies as required and respond to program reviews and audits.

• Work confidentially with discretion.

• Establish and maintain cooperative and effective working relationships with others using tact, patience, and courtesy.

Education and Experience:

Associate's degree or two years of college-level course work in education, business administration or a related field.

Four (4) years' experience working in a Student Financial Aid environment; providing customer service expertise to students, staff and administrators.

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.

Desirable Qualifications:

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



Additional Information

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310 (Download PDF reader)) 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.


Coast Community College District is an Equal Opportunity Employer

Similar jobs

Similar jobs