Job location: Claremont

Employment Type: Full-time
Posted data: 2021-08-06
Req: REQ-3476
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.

Location:

Claremont, CA

Job Posting Title:

Assistant Director of Financial Aid

Job Details and Requirement:

This position is responsible for assisting the Deputy Director in administering various federal and institutional financial aid programs and processes. The Assistant Director of Financial Aid is responsible for conducting need analysis/verification, data and loan processing, counseling, website development/maintenance, and social media coordination. Ideal candidate should be technologically savvy with an interest to improve system processes by automation and have a desire to launch and manage social media efforts. The position will exercise independent judgment in discharging the responsibilities of the position.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

The Assistant Director reports to the Deputy Director of Financial Aid. This position works independently and collaboratively, has demonstrated commitment or evidenced capacity to diversity, equity, and inclusion, and upholds the highest levels of customer service to all students and families as it relates to federal and institutional aid processes, timelines, and communications. The Office of Financial Aid is led by the Senior Director, who provides general and strategic direction for the overall office.

The Assistant Director performs the following essential duties and responsibilities:

Need Analysis/Verification/Loan Processing (45%)

• Responsible for interpreting and implementing federal and state regulations as they apply to financial aid programs, and implement institutional need-based financial aid policies.
• Remain current with federal and state regulatory changes and professional best practices to determine student eligibility for Federal Title IV aid.
• Maintain compliance with the Department of Education by conducting online queries, corrections, and updates to Common Origination and Disbursement (COD), National Student Loan Data System (NSLDS) and the Federal Central Processing System (CPS).
• Provide technical and functional training to the Office of Financial Aid staff and implement automation using PowerFAIDS and other computer software.
• Perform daily batch processes, including ISIR and PROFILE data downloads, as well as data transfer to and from other systems on campus (i.e., Slate, Jenzabar, etc.).
• Analyzes system processes and makes recommendations to improve system functionality and team efficiency.
• Audit and analyze financial aid packages, troubleshoot system bugs, and run reports to identify and correct inaccuracies and discrepancies.
• Serves as back-up to the Financial Aid Counselor, who is responsible for processing all federal and CMC loan programs, certification, and disbursement processing, as well as document tracking and scanning, as needed.
• Update and maintain current office policy, procedure and processing manuals.

Counseling and Communications (35%)

• Counsel families in person, virtually, or via email or telephone regarding the financial aid application process, need analysis, appeal processing, and financing options/financial literacy.
• Make financial aid presentations to students, families, and counselors on campus and at high schools and community-based organizations.
• Responds to phone and email inquiries escalated by the Financial Aid Counselor.
• Participate in crafting messages for effective and accurate communication with students and families.
• Maintain a positive, customer service-oriented office atmosphere while providing administrative support and oversight of daily operations.

Oversight of CMC Office of Financial Aid Student Workers (20%)

• Coordinate the hiring and training of new CMC student office workers.
• Provide CMC student office workers with training, feedback, and job evaluation.
• Oversee students as they represent the Office of Financial Aid in the social media space, promoting engagements through individual appointments, group sessions, and other services for prospective and enrolled students and their parents.
• Design, customize and maintain social media Instagram account and profiles.
• Monitor activity on Instagram and track analytics and campaign statistics.
• Stay current with social media trends, language, outlets, and resources on how to best promote the Office of Financial Aid and provide information.
• Maintain and update the CMC Office of Financial Aid website.

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.

QUALIFICATION STANDARDS:

EDUCATION:

Bachelor’s degree in required or a related field or equivalent combination of education and experience is required.

EXPERIENCE:

A minimum of 2 years of applicable experience working with students is preferred. Written and verbal Spanish skills is preferred.

LICENSES:

A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required. 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.

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.

• Must be able to think critically, problem solve, and have strong analytical and quantitative reasoning skills.
• 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.
• Use exceptional organizational and time management skills to complete work with accuracy and with a keen attention to detail.
• Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and have common knowledge of the Internet and expertise with social media (i.e., Instagram, Facebook, etc.). PowerFAIDS knowledge is a plus.
• 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 collaboratively as a 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.
• Must be able to travel to attend financial aid events on behalf of the College. Ability to be insured under the Colleges’ authorized drivers policy is required.

OTHER:

REQUIRED HOURS:

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary and exceed 40 hours per week due to needs of the College or division. A successful candidate must be willing to work a flexible schedule. This is a 12-month position.

CLASSIFICATION AND STATUS:

This is an exempt position.

This is a regular, full-time position.

This is a benefits-eligible position.

PHYSICAL REQUIREMENTS:

Moderate (up to 30 lbs.)

SUPERVISORY RESPONSIBILITY:

This position will be responsible for hiring, training, and supervising 8 to 10 student assistants working in the Office of Financial Aid (CMC and CGU graduate students).

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). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

AT-WILL EMPLOYMENT:

Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

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 hr@cmc.edu for assistance.