Senior Associate Director

Location
Irvine, Orange County
Posted
May 02, 2014
Jobs Outside Higher Education
Businesses & Consultants
Employment Type
Full Time
Department: Financial Aid & Scholarships
Req No.: 2014-0203
Location: UCI Campus - Irvine

Job Summary

Under general direction of the Director of Financial Aid and Scholarships, the Senior Associate Director's primary areas of oversight are client services, special case management, financial aid counseling and advising, fiscal management of the student aid and office budgets, and office payroll and personnel.

The Senior Associate Director actively and independently coordinates with the Associate Director of Policy and Training and OIT programming supervisors to meet management objectives and ensure the smooth and compliant operations of the office. Provides leadership and direction for the financial aid Student Services staff that includes 15 career, 1 contract and approximately 12 student employees. Serves as a member of the executive management team in the Office of Financial Aid and Scholarships. Represents the office in national, statewide, system-wide and campus-wide meetings and conferences as needed.

 

Similarly, when designated by the Director, the Sr. Associate Director represents the office and the Director to external constituencies on their behalf. In the absence of the Director, the Sr. Associate Director assumes full management responsibility for the Office of Financial Aid and Scholarships. In this capacity the position directs the office operations and staff.

 

Salary: Annual $78,500 - $90,000

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.

 

Click here to see the Financial Aid & Scholarships website.

 

View Job Description for the position requirements. 


Job Description
Job Essential Function 1
Percent of Time: 100%
 
CLIENT SERVICES
 
The Sr. Associate Director manages the majority of the OFAS staff who deliver student financial aid and directly serve students, parents, administrators, outside agencies, and the general public.  Directs the Assistant Director for Student Services and the Fiscal Operations Supervisor to ensure their staff adhere to the highest standards of customer service.   In conjunction with the Associate Director for Policy and Training, the Sr. Associate Director is responsible for training, and, when necessary, coaching employees on best practices in the delivery of customer service.  Functions as the point of intervention before reaching the Director for all client issues from within the office.
 
The Sr. Associate Director ensures that the Student Services staff practice impartial, consistent and confidential treatment of students and clients.   The Sr. Associate Director must be astute at detecting and ending unnecessary, overreaching, or overly obtrusive activities and investigations on the part of the student services staff.
 

SPECIAL CASE MANAGEMENT
 
The Sr. Associate Director is the point of referral for the OFAS for handling and resolving unusual, difficult and sensitive student cases.   In this role the Sr. Associate Director must be knowledgeable and skilled at leveraging the available support services and resources.     Must be able to act quickly to defuse difficult and sometimes emotion-filled and/or heated situations and conversations.   Represents the OFAS in support groups for student constituencies such as LBGT, veteran, dreamer and disabled students.   Must be able to recognize students who warrant immediate or escalated assistance or services.
 
Handling and resolution of these cases may involve collaboration with any office on campus, including Office of the Chancellor, Office of the Vice Chancellor of Student Affairs and any office within Student Affairs, the Graduate Division, Accounting & Fiscal Services, Office of the Ombudsman, University Counsel,  Consultation Team, Academic Units, etc.
 

FINANCIAL AID COUNSELING AND ADVISING
 
Provides oversight and direction to the Assistant Director for Student Services in management of the office's counseling and advising units.   This requires the Sr. Associate Director to possess a thorough understanding of federal, state and university laws, regulations and policies concerning the application, verification, packaging and delivery of student financial aid.    The Sr. Associate Director in collaboration with the Associate Director for Policy and Training is responsible for ensuring that the Counseling and Advising staff are accurately, compliantly and equitably delivering student financial aid.   In collaboration with the Assistant Director for Student Services, the Sr. Associate Director is responsible for evaluating the counseling and advising areas to ensure they are working to the highest degree of efficiency and proposing changes to office policies and/or procedures to that end.
 

FISCAL MANAGEMENT OF STUDENT AID BUDGET
 
Oversees the management of the student aid budget with funds exceeding $550M from federal, state, institutional and outside sources.   Manages the source and use of funds from private outside agencies, state, federal and university programs.  These fund sources have complex and diverse regulations and reporting requirements, which must be adhered to for compliance.  The accurate stewardship of these funds is required for their renewal in subsequent year.
 
Ensures that all funds are proactively monitored for over/under-utilization and that the Director is immediately alerted to any potential issues.  Manages the regular preparation of financial reports to measure the level of spending and manage the student financial aid funds for maximum utilization and to meet the objectives set forth by the Director and campus leadership.  Manages the preparation of multi-year financial reports with projections used by the Director and Executive management team and campus administration for long-range planning and enrollment management.   Manages the production of financial reports that illustrate  what if  scenarios proposed by the Director or campus administration.
 
Responsible for coordinating with Accounting and Fiscal Services in the management of funds, including completing all fiscal closing transactions and activities.  Responsible for ensuring the timely preparation and submission of all financial reports including the annual Fiscal Operations Report and Application to Participate (FISAP) required by the federal government.  Responsible for ensuring required reconciliations are completed between systems both on and off campus and that these activities are completed within the prescribed timeframe.  Ensures that all federal, state and intuitional cash management rules are adhered to, including those outlined in the federal  blue book.  Collaborates with Associate Director for Policy and Training to ensure that all fiscal activities are properly and adequately documented in the office's policies and procedures manual.  
 
Is the point-of-contact for all internal and external audits and program reviews.   Meets one-on-one with auditors and responds to their requests.  Collects, clarifies and presents the required documentation as needed for the A-133, California Student Aid Commission, and various internal audits.
 
OFFICE OPERATING BUDGET AND HUMAN RESOURCES
 
Manages the approximately $1.9M operating budget for the Office of Financial Aid and Scholarships.  This includes management of all payroll and human resources functions including recruitments, hiring and separations, personnel and benefits issues, and oversight of all federal work-study employment for all campus departments and units.   Responsible for managing the preparation of monthly financial reports for the Director to ensure the office is operating within budget.   Responsible for coordinating with Accounting and Fiscal Services in completing all fiscal closing transactions and activities.
 
RELATIONSHIPS AND AUTHORITIES
 
The Senior Associate Director provides leadership and support to a variety of committees and agencies in this specialized field as follows:
 
Calif. Assoc. for Student Fin Aid Administrators (CASFAA), Member
Enrollment Task Group (ETG), Member
Fee Enrollment Work Group (FEWG), Member
LGBT Committee, Member
LGBT Scholarship Committee, Member
Natl. Assoc. for Student Fin Aid Administrators (NASFAA), Member
Student Affairs Management Advisory Group (SAMAG), Member
Veterans Task Force Committee, Member
 
Accounting & Fiscal Services, Consultant
California Alliance for Minority Participation (CAMP), Consultant
California Student Aid Commission, Consultant
Career Planning and Placement, Consultant
Disabled Student Services, Consultant
Graduate Division, Consultant
Housing Office, Consultant
Human Resources, Consultant
Internal/External Auditors, Consultant
Office of Admissions and Relations with Schools, Consultant
Office of Research, Consultant
Office of Student Conduct, Consultant
Office of the Assist. Vice Chanc. for Wellness, Health & Couns. Svs., Consultant
Office of the Assistant Vice Chancellor for Enrollment Services, Consultant
Office of the Chancellor, Consultant
Office of the Dean of Students, Consultant
Office of the Ombudsman, Consultant
Office of the Registrar, Consultant
Office of the United States Inspector General, Consultant
Office of the Vice Chancellor of Student Affairs, Consultant
Payroll & Personnel, Consultant
Senior Academic Counselors, Consultant
Social Worker, Consultant
Student Financial Services, Consultant
Student Support Services (SSS), Consultant
Student/Parent Orientation Program (SPOP), Consultant
Summer Academic Enrichment Program (SAEP), Consultant
Summer Session, Consultant
Teacher Education, Consultant
UCI Police Department, Consultant
United States Department of Education, Consultant
University Counsel, Consultant
University of California Office of the President, Consultant
 
SCOPE
 
The Sr. Associate Director oversees 28 positions composed of career, contract and student employees.  The Student aid budget managed exceeds $550M annually and encompasses over 19,000 students.  The Office of Financial Aid and Scholarships operating budget managed is approximately $1.9 million.  
 
The Office of Financial Aid and Scholarships is critical to the mission of the university with nearly 80% of the student population applying for or receiving student aid.  The Sr. Associate Director plays a key role in managing the office and ensuring that it is running smoothly and that the financial aid office staff are adhering to the myriad of laws, regulations, and policies governing the delivery of student financial aid at the federal, state and university level.  The Sr. Associate Director also plays the critical role of filling in for the Director when necessary, ensuring continuity and an unbroken chain of management.
 
SKILLS, KNOWLEDGE AND ABILITIES:
 
Required:
Bachelor's degree and minimum seven years' experience in student financial aid.  Bachelor's degree in public administration, business administration, finance, accounting or an allied field; or an equivalent combination of education and experience.
 
Leads by example and demonstrates strong leadership skills that foster a productive, cooperative, harmonious and respectful work environment across all areas of the office.  
 
Adept at working with and motivating a diverse staff.
 
Demonstrated superior customer service skills, including demonstrated experience defusing difficult and sometimes emotion-filled and/or heated situations and interactions.
 
Ability to demonstrate empathy while maintaining professional decorum and adherence to policies, regulations and rules.
 
Ability to maintain confidentiality of sensitive student and human resources issues and situations.
 
Superior understanding of laws, regulations and policies governing the delivery of student financial aid.
 
Superior understanding of financial aid cash management rules and regulations.
 
Demonstrated project management experience to respond to both short and long-term projects, meeting deadlines with initiative and imagination; ability to successfully lead complex projects either independently or by leading a team.
 
Skilled at finding new, creative and different and workable solutions to difficult problems and situations.
 
Superior written and oral communication skills to articulate complex information and issues clearly, concisely, and persuasively; written communication skills must be sufficiently advanced such that little or no further revision by others is usually required.
 
Solid analytical and accounting skills.
 
Strong interpersonal skills to work harmoniously and effectively with staff at all levels in the unit and across the campus.
 
Ability to apply judgment and political acumen necessary to represent the Director of Financial Aid and the Office of Financial Aid and Scholarships effectively in relations with other offices, UC campuses, UCOP and other higher education institutions and agencies.
 
Meticulous attention to detail and accuracy.
 
Highly proficient with MS Office Suite (Word, Excel) in a Windows environment.
 
Desired:
Knowledge of internal OFAS and campus policies, procedures business rules.
 
Knowledge of Kuali Financial System (KFS) or other higher education accounting systems.
 
Minimum five years of management experience in a financial aid office at a large public four-year research institution.
 
Will Train:
Internal OFAS and campus policies, procedures business rules.
 
UCI Accounting system and Kuali Financial System (KFS)
 
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
 
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Not Applicable
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Occasionally
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Frequently
Write: Frequently
Perform Calculations: Frequently
Communicate Orally: Frequently
Reason and Analyze: Frequently
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not ApplicablePI76718455