Job Description

Initial Review Date: 11/08/23*

*Any complete applications received after the review date will only be forwarded to the hiring committee at their request. In addition, this position will become Open Until Filled after the initial Closing Date. Any complete applications received while the position is Open Until Filled will be reviewed by the hiring committee only upon committee request.

Salary Grade: C4-53

Starting Salary: $6,165.17 (per month) plus benefits

Full Salary Range: $6,165.17 - $8,274.13 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the supervisor position above.

The Foothill - De Anza Community College District does not have a remote work policy. All employees are expected to be available to work in person and on-site per the requirement of the department.

Foothill – De Anza Community College District Mission Statement:

The mission of the Foothill-De Anza Community College District is student success and educational excellence. The district and its colleges provide access to affordable, quality educational programs and services that develop a broadly educated and socially responsible community that supports an equitable and just future for California and the global community. Every member of our district contributes to a dynamic instructional and learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. Foothill-De Anza is driven by an equity agenda and core values of integrity, inclusion, care for our students' well-being, and sustainability.

JOB SUMMARY

The Financial Aid Supervisor performs highly responsible accounting support work involving preparing, reconciling, and maintaining financial aid accounting documents, data, and records for the District and College financial aid programs. This position coordinates a variety of programs, projects, and day-to-day activities related to the functions and activities of the Financial Aid Office and Scholarship program; trains supervises, and evaluates the performance of assigned staff; supervises the day-to-day technical processes of our Enterprise Information System (EIS) and general operations; provide training and support to assigned staff; and ensure compliance with relevant regulatory requirements.

The Financial Aid Supervisor must possess a combination of functional and technical expertise and, under the supervision and direction of the Financial Aid Director, will assist ETS staff in configuring and testing the annual New Year roll setup, Banner upgrades, and related system changes, as well as current and forthcoming software, from the Department of Education and California Student Aid Commission for monitoring, processing, and reporting of grants, scholarships, loans, and other sources of financial assistance. Public contact is extensive, including students, staff, other educational institutions, community organizations, business representatives, funding agencies, and the general public, to exchange policy and procedural information concerning eligibility criteria, assessment, award packages, and related program services.

DEFINITION: 

Under the direction of the Director of Financial Aid, plan, organize and coordinate a variety of programs, projects and day-to-day activities related to the functions and activities of the Financial Aid Office and Scholarship program; train, supervise, and evaluate the performance of assigned staff; supervise the day-to-day technical processes of our Enterprise Information System (EIS) and general operations; provide training and support to assigned staff; and ensure compliance with relevant regulatory requirements.

EXAMPLE OF DUTIES AND RESPONSIBILITIES:

Depending upon assignment, duties may include, but are not limited to, the following:

1. Plan, organize, and coordinate department work of the Financial Aid Office; schedule and assign work; establish priorities and adjust assignments to assure timely completion; organize procedures, materials, equipment and flow for financial aid services.
2. Assist in planning, organizing and implementing Financial Aid Office operations; assist with the oversight of office personnel; oversee office operations and staff in the absence of the Director of Financial Aid.
3. Assist with interviewing, select and hiring employees; supervise, assign, direct and schedule work activities; explain how duties are to be carried out.
4. Evaluate the performance of assigned personnel; effectively communicate how the performance of duties will be measured; recommend promotions and rewards for service.
5. Approve monthly time and attendance records for student employees and temporary employees and approve requests for time off and additional time worked, including any overtime worked and compensatory time worked/taken within established guidelines.
6. Address and resolve a wide variety of concerns and complaints; adjust grievances; recommend transfers and reassignments.
7. Counsel employees; address performance problems through corrective disciplinary action; suspend and/or terminate personnel according to established policies and procedures.
8. Plan, coordinate and arrange for appropriate training for assigned personnel; develop and initiate departmental activities, orientations and in-services to review policies and procedures of the program, the College and changes to State regulations.
9. Provide direction and information on issues pertaining to the interpretation of federal, state, and institutional financial aid guidelines and policies and assistance as needed in the formulation and development of policies, procedures, and programs; research, interpret and clarify financial aid policies as requested.
10. Provide technical expertise regarding the campus EIS, information and assistance as needed in the day-to-day usage of the EIS, reading and interpretation of the User and Release Guides, testing and implementation of patches/upgrades, and coordination and liaison work with District Educational Technology Services (ETS).
11. Provide general system support for Financial Aid staff regarding troubleshooting problems, system setup; establish timelines for processes and participate in planning of business needs as it relates to college, state, and/or federal policies and procedures.
12. Participate in the preparation of Department of Education and State Chancellor's Office reporting; maintain and expand systems for the collection and analysis of data for the Financial Aid Office reports.
13. Communicate with campus administrators, personnel and outside organizations to coordinate activities and programs: resolve issues and conflicts and exchange information.
14. Provide information to faculty and other staff regarding policies and procedures for administering the Financial Aid Office programs; provide information and guidance to staff regarding interpretation and enforcement of guidelines, policies, and legal requirements.
15. Plan, develop, coordinate and oversee budgetary expenditures in accordance with established limitations.
16. Attend and conduct a variety of meetings as assigned; participate on campus and community committees promoting the needs and interests of financial aid students; prepare agendas for meetings as appropriate.
17. Assure proper accounting and disbursement of financial aid monies according to established procedures in addition to appropriate reconciliation work.
18. Operate a variety of office equipment and software as assigned.
19. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

1. Applicable laws, codes, regulations (Title IV), policies, procedures, etc. related to financial aid and scholarships.
2. Specialized functions, programs, activities and operations of the Financial Aid Office.
3. Knowledge and familiarity with various Department of Education software, word processing, spreadsheets, databases and financial aid systems (Banner or other Oracle-based system preferred).
4. Basic principles of data communication.
5. Interpersonal skills using tact, patience and courtesy.
6. Correct English usage, grammar, spelling, punctuation, and vocabulary.
7. Principles and practices of supervision, training, and providing work direction.
8. Oral and written communication skills.
9. Budget preparation and control.
10. Record-keeping techniques.
11. Operation of office machines including computer equipment and software.
12. District policies and procedures.
13. Functions, programs, activities, operations, and program reporting requirements.

Ability to:

1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Plan, organize and coordinate the day-to-day activities of a college Financial Aid Office.
3. Provide specialized assistance and information to students and others concerning student service areas.
4. Interpret, apply, explain and assure compliance with applicable policies, rules, and regulations.
5. Communicate effectively both orally and in writing.
6. Analyze situations accurately and adopt an effective course of action.
7. Assist with and maintain computerized financial aid systems; analyze the computer operations system for financial aid and determine the steps necessary to correct system errors.
8. Prepare and maintain assigned records and reports.
9. Establish and revise priorities of clerical work and office activities.
10. Train, supervise and evaluate the performance of assigned staff.
11. Establish and maintain cooperative and effective working relationships with others.
12. Meet schedules and timelines.
13. Work confidentially and independently with discretion.

MINIMUM QUALIFICATIONS:

1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Any combination equivalent to a bachelor’s degree from an accredited college or university.
3. Five (5) years general clerical office experience involving public contact with most recent two (2) years or more being in a Financial Aid Office.

Preferred qualifications:

1. Four (4) years of increasingly responsible experience organizing and coordinating programs and projects in a financial aid setting, including direct supervision of other staff and experience in training staff.
2. Bilingual skills.

WORKING CONDITIONS:

Environment:

1. Office environment.
2. Constant interruptions.
3. May include working occasional evenings and weekends.

Physical Abilities:

1. Hearing and speaking to exchange information in person and on the telephone and make presentations.
2. Dexterity of hands and fingers to operate a computer keyboard.
3. Vision to read various materials.
4. Standing for extended periods of time.
5. Bending at the waist, kneeling or crouching.
6. Lifting, carrying, pushing or pulling objects up to 20 lbs.

APPLICATION PACKET:

1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.
2. A cover letter addressing your qualifications for the position.
3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html

CONDITIONS OF EMPLOYMENT:

Position: Full-Time, Permanent, 12-months per year

Starting date: As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement.

The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

For more information about our application process contact:

Employment Services

Foothill-De Anza Community College District

12345 El Monte Road

Los Altos Hills, California 94022

Email: employment@fhda.edu

http://hr.fhda.edu/

*Please mention you saw this ad on AcademicJobs.*

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