Associate Director, Student Financial Services (Operations Support)

Definition of Classification :

This Associate Director of Student Financial Services (SFS) (Operations Support) is responsible for processing and compliance.

The position offers support with reporting and technology and is the primary liaison to the Information Technology (IT) teams and outside partners for SFS.

The position serves as a key member of the Student Financial Services leadership team.

Reporting to the Associate Vice President of Student Financial and Military & Veteran Services, this position is responsible for the set-up and management of all systems, data management, and reporting for the Student Financial Services department.

This position requires flexibility to work evening and weekend hours as well as the ability to travel, as required.

Duties and Responsibilities :

The duties and responsibilities include, but are not limited to, the following :

• Directly supervises Systems Specialist; assists with the supervision of employee projects as assigned.
• Performs the super user role for the Financial Aid, Student Accounts, and the Communications Modules in Ellucian Colleague.
• Performs the super user role Colleague Self-Service module.
• Performs the super user role for online payment and billing software.
• Performs all report writing services for Student Financial Services and Military & Veteran Services including collection, analysis, and preparation of data for internal and external reporting using Ellucian Colleague, Business Objects Web Intelligence, Microsoft Excel, SQL and other reporting and analytic software.
• Performs the super user role for Softdocs document management, workflow, and electronic forms.
• Serves as the primary contact for other vendors such as payment processing with Nelnet, reconciliation and reporting for the student health care provider to ensure accuracy on the student account.
• Performs the super user role for Electronic Document Management System, including electronic document management, workflow management, and creation and management of electronic forms.
• Manages day-to-day operations of Student Financial Aid (SFA) systems : multiple electronic data loads, correspondence, and data exchanges with the Department of Education.
• Oversees all electronic notifications to students.
• Oversees reconciliation of federal, state, and institutional award funds.
• Oversees daily transmittal of financial aid to student accounts and reconciliation of un-transmitted and pending awards each term.
• Stays current on federal regulations and VA regulations with respect to management and reporting of federal financial aid, disbursement of federal funds, reconciling, cash management and processing of credit balances.
• Manages annual system updates, including all Ellucian Colleague tables, processes, reports, communication management, student financial aid, and billing portals.
• Develops, tests, and implements new or modified systems to meet changing federal requirements.
• Administers system upgrades including testing, research, and background documentation for staff training.
• Serves as liaison with IT staff and other system representatives in resolving system related problems.
• Supervises, plans, directs, and assigns work of assigned staff; makes hiring and disciplinary decisions; provides feedback on performance and approve timesheets.
• Performs other related duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following :

Experience / Training / Education :

Required

• Bachelor’s Degree.
• Two (2) years of experience in student aid, higher education administration or in a related field that requires the interpretation and application of public regulations and policies.
• A valid California Class C CA drivers’ license with a good driving record is required. Note : Out-of-state licenses are valid until appointment.

A valid California Class C driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Preferred

Experience in financial aid, student account, or other higher education environment, with knowledge of reporting and system set-up.

Knowledge and Skills :

• Strong working knowledge of systems and data processing techniques for automated systems.
• Ability to multi-task and prioritize with concurrent deadlines.
• Work accurately and quickly with attention to detail.
• Must possess the ability to work as part of a team with a strong commitment to customer service.
• Working knowledge of financial aid.
• Experience demonstrating a high level of independent thinking and judgment.
• Ability to understand and interpret federal / state / institutional regulations and laws.
• Communicate effectively and follow instructions, both verbally and in writing.
• Aptitude to learn new and evolving technology and recommend ways to improve position’s efficiency.
• Excellent technical, analytical, and problem-solving skills.
• Excellent organizational skills.
• Ability to operate standard office equipment.
• Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise discretion and work with confidentiality.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements / Working Conditions :

Working Conditions :

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings.

At least minimal environmental controls to assure health and comfort. This position may require flexibility to work evening and weekend hours as well as the ability to travel, as needed.

Physical Demands :

• Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work;
• use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file;
• speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer;

hear and understand voices over telephone and in person; and lift, carry and / or move objects weighing up to 20 pounds.