Deputy Director of Financial Aid

Job description

Job location: Claremont

Employment Type: Full-time
Posted data: 2020-09-16
Req: REQ-2377
Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.


Claremont, CA

Job Posting Title:

Deputy Director of Financial Aid

Job Details and Requirement:


Claremont McKenna College is seeking a Deputy Director of Financial Aid to develop a student-centered outreach and engagement plan to serve and support students on financial aid. To this end, the Deputy Director will facilitate coordination and communication between respective college departments as they relate to the Financial Aid Office’s role in creating a positive educational experience for students. The position will report to the Senior Director of Financial Aid and serve on the enrollment leadership team for strategic planning for the initiatives of Admission and Financial Aid. The Deputy Director will have primary oversight over systems, technology, and community engagement, and will assist the Senior Director in overall administration of the financial aid program for Claremont McKenna College maintaining full compliance with federal, state, and college regulations, policies, and procedures. The Deputy Director will exercise a great deal of independent judgment in discharging the responsibilities of the position will perform other essential duties and tasks as assigned by the Senior Director.



The Deputy Director of Financial Aid will work independently and collaboratively to perform the following essential duties and responsibilities:

Enhance the utilization of current and new technologies to optimize the administration of financial aid and to advance automation of office functionality, efficiency, and expanded customer service for effective daily operation of the office. This supports the goal of providing families the kind of service consistent with the excellence of Claremont McKenna College. Student engagement is critical to the position. They will manage the scholar community financial aid caseload from admission to graduation and coordinate the College’s efforts pertaining to college access in the local community.

Manage technical and data administration for the Office of Financial Aid (35%)

  • Maintain PowerFAIDS software, including coordination of software updates for the office, integration of data from campus systems such as Jenzabar CX, Workday, and Slate, and data integrity.
  • Manage annual set up with IDOC, Net Partner, and Net Price Calculator.
  • Monitor changes to federal, state, and institutional policy, and make recommendations to improve the operations and technology workflow to improve efficiency and maintain compliance.
  • Assist in quality control of data, and develop reports and procedures to identify and prevent inaccuracies and discrepancies.
  • Direct and implement the transition of the Office of Financial Aid from an integration with Jenzabar CX to an integration with the Workday student information system.
  • Direct the maintenance of office procedural documentation pertaining to systems and the utilization of technology.

Direct the financial aid file review process for prospective, first-year, and all community scholar students. (35%)

  • Counsel prospective students and their families about the application process, eligibility, and affordability and access to a Claremont McKenna College education, including the eligibility requirements and funding from federal, state, and institutional sources, including loan options, outside private scholarship, and tuition remission.
  • Work with a diverse group of students and their families as they navigate the financial aid process and communicate complex information in a simple, understandable fashion.
  • Work with the Associate Director to analyze and package files, and determine financial aid eligibility for federal, state, and institutional programs.
  • Determine appropriate use of professional judgment for special circumstances in federal and institutional methodology.
  • Monitor electronic files and make changes throughout the academic year to ensure federal, state, and institutional regulations are in compliance.
  • Act as primary financial aid contact for prospective and current students affiliated with Scholar Communities and community-based organizations. This includes collaborating with the Director of Scholar Communities.

Implement community engagement program (20%)

  • Work collaboratively with the Office of Admission, Dean of Students, CARE Center, Scholar Communities, and other campus departments and student groups to provide financial aid outreach both on campus and at off campus events.
  • Work with other departments on the development and implementation of financial literacy programming for current students.
  • Work with local schools and community-based organizations to assist the College with efforts to promote that a CMC education is accessible and affordable to students from diverse socioeconomic backgrounds.
  • Manage communication and train staff for effective and accurate messaging with our constituents.
  • Bilingual Spanish-speaking a plus in this position.

Assist with office compliance pertaining to Federal and State Regulations, as well as institutional policies (10%)

  • Ensure proper handling of confidential student, parent, and alumni files and records in compliance with FERPA regulations.
  • Review Federal and State notices (distributed through IFAP, NASFAA and CSAC) and updates to remain aware of federal and state program changes.
  • Attend training and seminars to remain current with policy changes and updates.
  • Assist the Senior Director of Financial Aid with annual reporting and program reviews.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities
  • Performs other essential duties and tasks specific to the position.



Bachelor’s degree required with a preference to a degree in English, Business or other related field.


Minimum of eight years of experience with demonstrated successful progressive administrative responsibility in student financial aid within a four-year degree granting institution.

At least two years of demonstrated successful experience in a leadership and or managerial role with a demonstrated understanding of developing institutional methodology.

At least 3-4 years of practical experience in packaging and need analysis procedures, analysis and research using financial aid data, and extensive experience utilizing automated financial aid software, including PowerFAIDS, Slate, EDE.

Extensive knowledge of Title IV regulations governing federal student aid, including verification, need analysis, conflicting information, federal reporting requirements, and return of Title IV aid (R2T4).


A valid driver’s license is required to drive College-owned vehicles and the ability to be insured under the College’s authorized driver’s policy, or equivalent means of reliable transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

Deploy professional skills in collaboration with colleagues, to best promote the College’s strategic interests.

Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service, and leadership skills to supervise, facilitate, motivate, and inspire a highly diverse group of student employees. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as PowerFAIDS, COD, NSLDS, FAA Access, CX CARS, Slate, Workday, Cognos, Tableau, other menu-driven databases, internet research, and social media networking). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.

Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds.

Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the department’s annual goals.

Use exceptional organizational and time management skills to complete work with accuracy and with a keen attention to detail.

Strong interest in learning new things and ability to learn and take on new and additional responsibilities with demonstrated success.

Bilingual Spanish-speaking a plus in this position.


REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Weekend and evening work hours may be required. Travel will be required. Regular hours may vary due to needs of the College or department. This is a 12-month position.


This is a regular, full-time, exempt position.

This is a benefits-eligible position.

Supervisor – AB1825 Yes

Mandatory Reporter – CA Penal Code: No

Responsible Employee – Title IX: Yes

Campus Security Authority – The Clery Act Yes

IPEDS Category Job Code: 13-0000 Business and Financial Operations Occupations

Physical Requirements: Moderate (20-50 lbs.)

SUPERVISORY RESPONSIBILITY: This position is expected to supervise administrative and professional staff.

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.




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Job No:
Posted: 2/12/2020
Application Due: 1/13/2021
Work Type: Full Time