Director, Financial Aid

Job description

Coastline Community College


Director, Financial Aid

Job# C-026-18


Deadline: 05/07/18


Full job description and OFFICIAL application available ONLY at:



Plans, directs, organizes, manages, and provides leadership, strategic direction, and performs administrative responsibilities in all aspects of the Student Financial Aid Office and programs.  Organizes and prioritizes information flow and workload. Analyzes, researches, and resolves problems connected with financial aid operation.  Conducts needs analyses based on emerging trends in student demographics, and sets up internal processes for monitoring policies and procedures and ensuring efficient, compliant and streamlined processes of all financial aid disbursements and programs.

Distinguishing Career Features: 

The Director of Financial Aid is a managerial position engaged in administering local, state, and federal student financial aid and grants, financial aid transaction processing and mandated reporting.  The Director of Financial Aid demonstrates specialized professional knowledge of financial aid programs to develop student-centered and fiscally accountable service delivery.  The Director assumes full responsibility for all of the financial aid programs of the College, including the development and implementation of its financial aid policies and procedures, processes for demonstrating compliance with all federal, state, and institutional regulations applicable to financial aid, and will demonstrate advanced knowledge of the operating characteristics and features of federal, state, and internal computer software used for financial aid and student information. 

Essential Duties and Responsibilities: 

Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties: 


Develops, implements, and revises administrative and applicant tracking systems, workflow, policies, and best practices that enhance office productivity, access to information, customer service, and problem resolutions. 

Organizes, prioritizes, and assigns work and projects to team members within Financial Aid Services.  Provides quality and audit reviews of work performed in th$102,402.00 - $136,093.00 Annuallye department; ensures training is provided to all staff as needed. 

Establishes performance and quality standards by organizing and prioritizing workload and setting up checks and balances to assure accuracy and quality of information along with the fiscal responsibility to comply with financial aid budgets and funding limits. 

Works closely with District and Campus Fiscal Offices to ensure Federal and State accounts in accordance with regulations to ensure financial aid funds are accurately drawn and deposited into accounts and to prevent penalties for excess cash on hand.  

Ensures fiscal accountability and reconciliation of federal, state, institutional and private financial aid funds including but not limited to Pell, Educational Opportunity Grants, Cal Grants, Work-Study, College Promise Grant, Direct Student Loans, and other funding/returns processes. 

Supervises the transmission of Federal individual payment summaries to the U.S. Department of Education in accordance with mandated Federal deadlines.  

Establishes best practices and processes for staff when reviewing student applications/files.  

Performs periodic internal audits of the review and evaluation of financial aid applications to determine accuracy, completeness.  Conduct training of staff in follow-up techniques that assure accurate data. 

Supervises granting of financial aid awards.  Audits and adjusts need levels, confirms resources, and awards funds within pre-existing Maintains liaison with federal, state, county, and other agencies to answer questions, resolve problems, provide data, and interpret data. 

Maintains liaison with federal, state, county, and other agencies to answer questions, resolve problems, provide data, and interpret data. 

Oversees, responses and works with external and internal auditors as it pertains to financial aid. 

Resolves and/or assist in the resolution of problems and/or complaints and initiates corrective action as appropriate. 

Oversees creation of loan origination records for eligible students. 

Organizes, schedules, and provides outreach/inreach and communications to schools for the purpose of describing financial aid programs and eligibility.  Facilitates workshops for financial aid information. 

Supervises and extracts and imports information from financial aid databases to support reporting and auditing.  

Develops, recommends, and administers approved operational budgets for Financial Aid which are reflective of the customer service goals and volume of financial aid transactions. 

Submits all required reports timely to satisfy state and federal mandates. 

Collaborates with various offices at the College and throughout the district to ensure accuracy and streamlined disbursements and compliance. 

Evaluates staff under supervision and works collaboratively with faculty to problem solve financial aid relates issues. 

Leads program review and assessments for the office and recommends program improvement as results of such assessments. 

Continuously monitors categorical funds and expenditures to comply with guidelines and manages the department's budget. 

Performs other duties as assigned that support the overall objective of the position.


Qualifications and Physical Demands


Knowledge and Skills:

The position requires specialized professional knowledge of the regulations, rules, and institutional systems, policies, and processes relating to financial aid and the connections to admissions, registration, and accounting.  Requires in-depth knowledge of federal and institutional satisfactory academic progress policies. Requires in-depth knowledge of Federal and State regulations, policies and procedures relating to awarding and administering financial aid. Requires in-depth knowledge of the institutional and board policies relevant to admissions, registration, and student accounts receivable.  Requires well-developed knowledge of and skills with office systems, routines, procedures, and equipment, including the use of personal computers to access student information databases, word processing, and spreadsheet applications.  Requires a working knowledge of transcripts and satisfactory academic progress.  Requires advanced skill at working with specialized databases used in financial aid.  Requires professional-level language skills to prepare written correspondence and reports used in external communications.  Requires well-developed math skills to compute principal, interest, sums, percentages, and ratios.  Requires well-developed human relation skills to convey technical concepts to customers in individual and workshop settings, and exercise patience collaboratively work with other colleagues and external organizations.


Requires the ability to independently perform all of the accountabilities of the position. Requires the ability to develop, organize, manage, and coordinate the daily activities of a financial aid department.  Requires the ability setup best work practices enabling access and ability to enter, import, retrieve, and export data to and from computer-aided student financial aid applications.   Requires the ability to apply and train others in financial needs analysis methodologies.  Requires the ability to analyze technical and complex demographic and financial information and documents and make assessments according to complex policies, procedures, and mandated regulations.  Requires the ability to coordinate operations with other college units such as Admissions & Records, Student Services, Business Services, Instruction, etc.  Requires the ability to impart technical and detailed information through one-on-one or group presentations.  Requires the ability to supervise and perform data and database management.  Requires the ability to communicate both formally and informally with a wide range of contacts both inside and

outside the College setting. 


Education and Experience:

The position requires a Bachelor's degree in education, business public administration, or equivalent discipline and six years of progressively responsible student financial aid experience including two years of team leadership.  Or, any combination of education and experience that would meet the required equivalent qualifications.


Licenses and Certificates:

Requires a valid driver license.


Conditions of Employment

This is a contract, full-time, 12-month per year, Classified Management position. The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday. Flexible schedule and weekends might be necessary to address the needs of the job duties, programs and/or students. 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.


Coast Community College District is an Equal Opportunity Employer




Diversity Profile: University



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Job No: C-026-18
Posted: 4/6/2018
Application Due: 5/7/2018
Work Type:
Salary: $102,402.00 - $136,093.00 Annually