Director of Financial Aid

Saddleback College

Mission Viejo, CA

ID: 7074965 (Ref.No. P0004554)
Posted: February 9, 2021
Application Deadline: Open Until Filled

Job Description

20-Saddleback College
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Summary Description:

To plan, organize, coordinate, improve and direct the financial aid and scholarship programs, if assigned, and other assigned student support services at a community college; direct the development, administration, implementation and evaluation of program activities and operations; prepare and administer annual program budgets; ensure compliance with District policies and applicable State and federal regulations related to financial aid; and train, supervise and evaluate assigned personnel; serve as custodian of records and ensure the timely, accurate and legal maintenance, storage, retrieval and release of all records associated with assignment.
To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

Receives direction from the Vice President for Student Services or presidential designee.
Exercises functional and technical supervision over professional, technical and clerical personnel.

Knowledge of:

A community college system.
All divisions and their inter-relationships; a thorough knowledge of the various student support services required to enhance instruction.
Applicable District policies and local, State and federal laws, codes and regulations, Including Title V and California Education Code.
Basic data collection and analysis related to student learning outcomes, retention, and success.
Budget preparation and administration.
California Community Colleges basic skills initiative.
Collective bargaining, contract negotiation and administration.
Community college organization, operations and objectives.
Community relations and external resource development.
Computer systems and software applications related to area of assignment.
Correct English composition, grammar, spelling and vocabulary.
District and College organization, operations and objectives.
District safety policies and procedures.
Evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of students, faculty and staff.
Evidence of understanding and experience with the principles of collegial consultation.
Federal, State and District programs, policies, procedures, rules and regulations of student financial assistance programs.
Financial aid programs and services.
Financial record-keeping skills.
Interpersonal skills including tact, patience, diplomacy and courtesy.
Management techniques that encourage creativity improve efficiency and increase productivity.
Modern office practices, procedures, methods, and equipment.
Modern principles, practices, methods and techniques of administrative leadership, management and supervision.
Needs, interests and concerns of various groups of community college students.
Operation of computer, peripherals and software programs, including student information systems, database management, spreadsheet, word processing and specialized software.
Oral and written communication skills.
Organizational and management practices as applied to area of assignment.
Participatory governance process and venue fostering open communication among divisions, programs and services.
Planning and organizational skills.
Principles and practices of budget preparation and management.
Principles and practices of management, training and supervision.
Principles and procedures of automated financial record-keeping.
Principles of program evaluation, student assessment, and organizational development.
Principles, goals, objectives and trends of assigned programs and services.
Program analysis, cost estimating and evaluation.
Program development.
Public relations skills.
Purpose, mission and goals of a community college district.
Role and purpose of technological systems in providing student support services.
Scholarship award programs and services, if assigned.
State-of-the-art information technology systems, hardware and software applications used in a community college district.
Team-oriented leadership style.
Technical aspects of field of specialty.
Web page design, Blackboard and/or other course management systems, and other instructional and student services software.

Ability to:

Allocate financial and human resources in accordance with sound management principles.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Apply for annual financial aid funding and prepare required reports.
Assess, manage, implement, use and apply technology in the management and delivery of the financial aid and other student support services programs.
Assist in forecasting current and future needs and costs affecting assigned programs.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Coordinate program activities and services with other District, College and community programs.
Demonstrate commitment to innovative and effective user-centered services;
Demonstrate flexibility and adaptability.
Demonstrate sensitivity to ethnically and culturally changing student populations.
Develop and administer policies and procedures for areas of assignment.
Develop budget and administer annual funding for financial aid programs.
Develop promotional strategies for programs and services that will promote enrollment growth, retention and student success.
Develop, administer and control annual budget for area of assignment.
Embrace and work effectively within a system of participatory governance.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain effective, harmonious, cooperative, and collaborative working relationships with a diverse population of students, staff, community and those contacted in the course of work.
Exercise initiative and work independently with minimum administrative direction.
Exercise judgment or choice among possible actions, sometimes without clear precedents and often with concern for the consequences of the action.
Interact effectively with diverse students, staff, faculty and administrators.
Interpret, analyze, apply and explain complex and technical District, local, State and federal laws, codes and regulations related to financial aid and scholarship programs, if assigned.
Interpret, apply and explain applicable District policies and procedures.
Lead, train, supervise, and evaluate assigned staff.
Learn District and College organization, operations and objectives.
Maintain current knowledge of financial aid programs, strategies, trends and technological advancements in assigned areas of responsibility.
Maintain the security of confidential materials.
Manage complex budgets including grants.
Operate computer and applications software, including database management, spreadsheet, word processing and software related to student financial aid programs.
Operate computer and applications software, including database management, spreadsheet, word processing and specialized software related to area of assignment.
Operate modern office equipment such as computer, printer, calculator, copier and fax machine.
Perform work with tact, patience and sensitivity.
Plan, develop, organize, coordinate, implement, direct and evaluate comprehensive financial aid programs and services and their effective delivery to students.
Plan, organize, coordinate, manage and expedite assigned projects and activities related to assignment in a manner conducive to full performance and high morale.
Prepare and administer operating budgets for assigned program areas.
Prepare and deliver high quality, technology-facilitated presentations.
Prepare clear and concise oral and written reports and recommendations.
Prepare complex and comprehensive narrative and statistical records, reports, projections, summaries, statements, analyses, proposals and recommendations.
Prepare, maintain and retain records, reports and files of area(s) of assignment according to federal, State and district requirements.
Provide leadership for the continual improvement of area of assignment based on established goals and objectives.
Provide leadership for the effective and efficient operation of area of assignment.
Provide overall management of scholarship programs, if assigned.
Read, interpret, and explain laws, rules and regulations, and to develop and implement personnel policies and procedures.
Relate effectively to people of varied academic, cultural and socioeconomic background using tact, diplomacy and courtesy.
Represent the college at the community, state and national levels.
Resolve conflicts and solve problems.
Select, train, lead, direct, supervise and evaluate the performance of assigned personnel.
Serve as an effective management team member.
Train, supervise and evaluate the performance of assigned personnel.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Use independent judgment in the interpretation and application of rules, regulations, policies and procedures.
Work collaboratively with administration, classified management, faculty, staff and students.
Work cooperatively in an environment of shared governance.
Work cooperatively with other District and College administrators to develop sound information and reporting systems and procedures.
Work effectively in a fast-paced environment with numerous interruptions.
Work effectively with others to achieve common goals including student recruitment and retention.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


A bachelor’s degree from an accredited college or university with major course work in business or public administration, education, or closely related field.

A Master’s degree from an accredited college or university with major course work in business or public administration, education, or closely related field, including or supplemented by completion of six units of college level course work predominantly relating to ethnic minorities or persons limited by educational, language, social disadvantages, or disabilities preferred.


At least five years of increasingly responsible financial aid experience, including at least three years as a financial aid program manager and at least two years of experience in a supervisory capacity.

Minimum of three years of experience as a manager or administrator responsible for the supervision and evaluation of faculty and classified staff or the equivalent of such in a non-academic setting.

Experience working with and evidence of a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, physically challenged and ethnic backgrounds of community college students.

Experience in the use of computer technology for: student advising, information, tracking systems, communications networks, MIS state and federal reporting, and budget management.

Evidence of ability to work effectively as a leader and Student Services Team member.

Evidence of education and/or training in and application of conflict resolution and team building.

License or Certificate:

A valid California driver’s license.

Conditions of Employment:

The work environment and physical demands described are representative of those required by an employee to perform essential functions of the job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment:

Standard office setting. Duties are performed primarily in an office environment while sitting at a desk or computer workstation. Incumbents are subject to constant contact with students, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods, walk short distances on a regular basis, 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 10 pounds.

Duties and Responsibilities

Assist the Vice President for Student Services in the resolution of student and faculty concerns related to assigned programs.

Attend workshops, professional conferences, and trade shows for program planning and development; represent the Financial Aid Office, other assigned student support services programs and the District at a variety of administrative and professional meetings, as required, including participation in local, state and national professional associations.

Communicate with other student services personnel, District administrators and support personnel, College, representatives of State and federal agencies, educational institutions, social service organizations, counselors and others to coordinate student support service needs, programs, services, operations and activities; resolve conflicts and issues and develop new and effective programs and services to meet student needs.

Coordinate program activities with other student services functions and instructional programs; serve on campus and District committees, task forces and other work groups; provide technical expertise concerning assigned program(s); work cooperatively and collaboratively with others to develop, implement and evaluate a community outreach program to local high schools, partnerships/agreements with advisory boards, professional associations, K-12 and transfer institutions, business and industry regarding financial aid; establish, coordinate and maintain positive relationships with local high schools and four-year degree earning institutions.

Create a positive campus climate that fosters innovation in the development of programs and services in financial aid and other assigned areas of student support; assist the Vice President for Student Services in providing direction for the development of new programs and assist in coordinating program approvals as appropriate.

Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of students.

Develop and administer the departmental budget for the Financial Aid Office, including the State BFAP budget; prepare recommendations and justifications regarding budget requests; authorize expenditures according to District policies and applicable regulations.

Develop methods to assure effective professional development programs for self and staff.

Develop, direct and evaluate program activities and operations; compile and analyze data related to program participation and evaluation; develop, implement, coordinate and evaluate policies and procedures for the administration of various financial aid programs; assure the programs comply with federal, State and local requirements.

Develop, prepare, submit, administer, monitor and review annual budgets for assigned programs, including annual budget requests for equipment, supplies and personnel; direct the acquisition, maintenance and use of equipment; and maintain an equipment-replacement plan; direct the maintenance of adequate records and controls to assure that expenditures and operations remain within established budget limitations; monitor and approve purchase requisitions and prepare agenda items for Board approval as needed.

Direct the preparation and maintenance of required, detailed and comprehensive reports, records, statistics and files regarding assigned programs, operations, activities, personnel and facilities; serve as custodian of records related to area of assignment.

Direct the preparation and maintenance of required, detailed and comprehensive reports, records, statistics and files regarding assigned programs, operations, activities, personnel and facilities; serve as custodian of records related to area of assignment.

Direct, oversee, review, monitor and evaluate assigned grants, ensuring that implementation and management are according to grant guidelines and that grant budgets are developed and maintained according to legal requirements and district procedures; develop and coordinate related grant funding and partnership opportunities to enhance and expand Financial Aid and other assigned student support programs.

Disseminate information about the availability of external funding; communicate with faculty members and administrators regarding grants relevant to their academic field; provide information concerning specific funding sources; coordinate timelines and protocol for grants.

Evaluate and prepare statistical data reports relating to financial aid impact on students and the institution; act on student appeals and provide necessary recommendations as required.

Guide, organize, coordinate and, when assigned, make oral presentations to students, parents, counselors and professional colleagues at various gatherings and/or conduct workshops to provide specialized information regarding financial aid and related student services; develop and direct the distribution of brochures, flyers and other promotional materials and college publications to publicize financial aid opportunities for students.

Initiate, coordinate and supervise the process for the delivery of campus-based, State and federal financial aid programs, or other assigned student support services; confer with Information Technology regarding the identification, development, implementation and enhancement of data processing systems and software applications for assigned programs.

Interface with the community and external agencies in all matters of community relations associated with area of assignment; serve on a variety of campus, District, community, and State committees; and meet with representatives of business, industry, and local government.

Interpret, apply and explain State and federal regulations and legislation; ensure compliance with District policies as well as State and federal laws related to assigned program(s); review and certify the accuracy of data concerning program participation.

Maintain current knowledge of financial aid, scholarship, if assigned, and other assigned student support programs and services; monitor legislation, new State Education Code regulations and other State and federal guidelines to determine impact on assigned programs and services.

Maintain current knowledge of the regulations, policies and application requirements and eligibility criteria for financial aid and scholarship programs, if assigned, including computer hardware and software enhancements.

Organize, attend or chair a variety of administrative and staff meetings related to areas of assignment, strategic planning, budget, curriculum, advisory committees and other activities; participate in collegial consultation, participatory governance and appropriate advisory committee meetings and provide in-service and workshops for employees.

Participate in the development of the College’s strategic plan, communicating the needs, goals, plans and overall role of areas of assignment; formulate and develop long and short-range goals and strategic plans, including staffing, facilities, curriculum and philosophy; assure consistency of plans with other college and District plans; prepare long-range plans and statements of goals and objectives.

Participate in the selection of academic and classified staff at the college as assigned or as needed and make recommendations for employment of new assigned staff in accordance with District policies and procedures.

Plan and coordinate the scholarship award program with the College Foundation Office; serve as the financial aid liaison coordinator to the Scholarship Selection Committee and Scholarship Awards Ceremony Committee when assigned.

Plan, organize, coordinate and direct the operations and activities of the Financial Aid program and other assigned student support services; develop organizational structures and work processes that facilitate attainment of established program(s) goals and objectives; develop and implement appropriate methods and procedures to optimize efficient and effective delivery of services to students.

Prepare a variety of state and federal accountability reports; prepare and submit a variety of statistical and narrative reports; prepare budget reports, annual recap data and special reports, proposals, recommendations and other materials as requested; coordinate and respond to periodic audits and program reviews; participate in internal, State and federal audits as needed; respond to findings and initiate actions as required.

Prepare annual applications for federal and State funding; plan, organize and manage the expenditures of College Work-Study, grant and loan funds to maximize student and institutional needs.

Provide leadership and advocacy to enhance innovation and participation in issues related to financial aid and other student support services to ensure student success; communicate the changing expectations, trends and needs of educational preparation effectively to assigned personnel.

Provide leadership in the administration of financial aid and other assigned student support services of the college, including personnel management, in accordance with laws, regulations, District policy and collective bargaining agreements as well as the College’s mission, goals and objectives.

Represent the Financial Aid Office and the District at a variety of administrative and professional meetings as required, including participation in local, state and national professional associations.

Supervise the planning, organization and arranging of appropriate staff development programs and activities for assigned staff; orient new assigned staff and provide training in the implementation of department procedures.

Supervise, direct and work cooperatively with outreach staff to plan, develop, implement and evaluate a comprehensive community outreach program for local high schools regarding financial aid and other student support programs, services and activities directed at the recruitment of new students and the retention and completion for current students.

Train, supervise and evaluate the performance of assigned technical and clerical support personnel in keeping with the policies of the Board of Trustees and administrative procedures; visit work sites and observe and evaluate work performance, methods and effectiveness; participate in the selection of new and temporary staff in accordance with District policies and legal requirements; delegate and review assignments and projects; adjust workload and assignments; evaluate work products and results; establish and monitor timelines and prioritize work.

Perform related duties as assigned.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.


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