SUMMARY
Under the leadership of the Director of Financial Aid, the Associate Director is the operational lead for the financial aid office and works in tandem with the Director of Financial Aid to deliver CalArts, federal, and state financial aid programs. The Associate Director manages Direct Lending and other student and private loan processing. This position requires a high ability to synthesize and analyze complex regulatory, financial aid, and technical information in order to support the successful enrollment and retention of CalArts students within a student-oriented culture of service. The Associate Director is expected to be knowledgeable in best practices pertaining to institutional and federal needs analysis and compliance, loan processing, financial aid systems, and the interface processes between various financial aid systems (COD, CSS, ELM, etc). If needed, the Associate Director will provide deputy leadership when needed in support of the Director.
ESSENTIAL JOB FUNCTIONS:
- Operational lead for the office of financial aid, working closely with the Director of Financial Aid to assess, develop, implement and monitor financial aid operations
- Maintain professional visibility both on- and off-campus through participation in campus committees, participation in professional development conferences and membership in professional organizations (i.e., NASFAA, CASFAA)
- Financial aid operations include:
- Technical processes, i.e., development of Colleague tools to support efficient operations
- Interface processes, including COD, ISIR, PROFILE, Direct Lending and other Joan processes
- Manage Direct Lending and Private Loan Programs and streamline processes, for instance:
- Workflows for counselors, automation
- Audit and compliance
- Batch processing and troubleshooting loan issues
- Monitoring funding, ongoing and year-end reconciliation
- Keeping abreast of programmatic /regulatory changes and disseminating information/training as needed
- Entrance and Exit interview procedures and workshops
- Development of streamlined workflows and training all levels of office staff on efficient and compliant workflows
- Develop efficient financial aid workflows and processes
- Conceive technical and workflow solutions that enhance delivery of financial aid services
- Ensure procedures and work protocols are compliant, and monitor compliance
- Development of tactical and strategic reports for internal and external audiences, including IPEDS (financial aid section), financial aid trend information, and surveys.
- Maintain and foster effective and proactive communication with constituents including students, families, administrators, and offices with which the Financial Aid Office routinely collaborates (Admissions, Registrar, Accounting, etc.)
- Maintain confidentiality of financial aid records and information
- Other duties include: working with Director of Financial Aid to develop forms and application procedures, developing a streamlined appeals process, serving on appeals committee, researching and disseminating information on financial aid best practices, reconciliation of funds
- Other duties as assigned
Qualifications
SKILLS/ABILITIES:
- Excellent organizational and time management skills with the ability to manage multiple projects and see projects through to a timely completion
- Exceptional orientation towards technical and systemic organization of financial aid processes and protocols, with specific emphasis on financial aid management software
- Ability to interact effectively with varied internal and external constituencies demonstrating tact, diplomacy, discretion and good judgment
- Ability to work responsibly, independently and collaboratively in a fast-paced environment
- Ability to learn, adapt to, and use new computer systems and technology, and to develop, disseminate, and train others on the use of technology and operational processes
- Ability to work with complex regulatory information and data modeling
- Ability to manage a complex and changing environment
- Ability to motivate staff, achieve goals and sustain a commitment to developing, enhancing, and maintaining a student-oriented culture of service
EDUCATION:
- Bachelor's degree required
- Master's degree preferred
EXPERIENCE:
- 5-7 years progressively responsible experience in a college financial aid office including experience with federal and institutional needs analysis, student loan processing or equivalent.
- Proficiency with financial aid systems and reporting tools, including using financial aid management systems and data management tools such as Colleague, Excel, Access or others.
WORK ENVIRONMENT/PHYSICAL CONDITIONS
(include but are not limited to)
- Office environment with exposure to toner, white out, cleaning fluids, office equipment noise, talking, air conditioning and heating
- Prolonged periods of sitting
- Frequent walking
- Reach at, above or below shoulder level to reach equipment, files, or materials
- Manipulation of computer keyboard and/or ten-key
- Utilization of computer monitor, telephone, copier machine and other office equipment
- Pushing/pulling open and closed doors, cabinets and drawers
- Kneeling, stooping and/or crouching to reach files or materials
- Lift file boxes weighing up to 10 lbs or more on occasion