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California State University, Stanislaus
  • Position Number: 4800913
  • Location: Turlock, CA
  • Position Type: Financial Aid

Assistant Director of Financial Aid Systems & Operations

Job no: 532143
Department: Strat Plan,Enroll,Mgmt,Innovat
Work type: Management (MPP)
Location: Stanislaus - Turlock
Categories: MPP, At-Will, Full Time, Student Services, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Summary
Full-time position under the Management Personnel Plan (MPP) available on or after December 1, 2023 in Financial Aid & Scholarships.

Under the general supervision of the Director, Financial Aid & Scholarships, the Assistant Director of Systems & Operations oversees the operations, compliance and systems area in the Financial Aid and Scholarship Office. The incumbent will provide support and serve as a primary contact for auditors and coordinate required Federal, State, and Institutional reporting such as FISAP and FADB. The incumbent will also conduct all quality control requirements. The incumbent will oversee the systems area in financial aid and provide technical leadership for the financial aid unit. The Assistant Director will oversee day-to-day program and organizational unit operations. The incumbent will oversee the Financial Wellness program. The incumbent will develop, maintain, and coordinate detailed project plans for the CMS Financial Aid module.

Job Duties
Duties include but are not limited to:
  • Lead the Systems area for the Financial Aid and Scholarship Office.
  • Oversee functional and technical responsibilities involved in systems implementation, integration with other systems and upgrades and maintenance.
  • Provide technical leadership for the financial aid unit.
  • Oversee the development, maintenance, and coordination of detailed project plans for Common Management System (CMS) Financial Aid Module.
  • Identify alternative strategies, methods, benefits, and costs for meeting objectives.
  • Serve as the primary contact and representative for all financial aid systems.
  • Serve on the operational leadership team for the financial aid unit as well as manager for advising staff in Financial Aid.
  • Supervisory duties include overseeing day-to-day program and organizational unit operations and supervising, managing, and evaluating staff members and student assistants.
  • Lead departmental and unit trainings, keep staff abreast of changes in federal and state regulations, and is responsible for overseeing the writing of all departmental procedures.
  • During the Director's absence, the Assistant Director will be the manager in charge of the Financial Aid and Scholarship Office.
  • Supervise the day-to-day activities of all staff, manage the schedules/calendar, and address all student issues that come up.
  • Monitor all changes to federal, state, and CSU policies and regulations.
  • Develop policies/procedures with the FA Director to ensure department compliance.
  • Train and update staff.
  • Maintain compliance with federal, state, CSU, and institutional regulations.
  • Provide project support, serve as primary contact for auditors, coordinate required federal, state, and institutional reporting such as FISAP and FADB.
  • Serve as liaison with student financial services.
  • Develop all policies and procedures for internal quality control.
  • Conduct all internal quality control (review of professional judgment decisions, R2T4, and file verification).
  • Oversees the identification of complex problems with student electronic applications and establish policies, procedures, and training for the financial aid unit.
  • Liaison with legal counsel and risk management.
  • Oversee distance, off-campus, and certificate program compliance, including WASC.
  • Oversee Program Participation Agreements.
  • Within the framework of standard policies and procedures, the Assistant Director is responsible for providing effective and efficient services and support systems, ensuring that the office is properly serving both the student and the University through cooperative work with colleges, student support services, faculty, staff and administration.
  • Promote excellent services to the students and campus community; will practice cooperation, teamwork, creativity, and organization.
  • Work jointly with Admissions and Outreach Services, Enrollment Services, and Student Financials to develop and refine processes to ensure an efficient and student friendly experience.
  • Participate and represent Financial Aid in divisional or campus wide committees, CSU meetings, statewide representation and/or other meetings or representation, as appropriate.
  • Oversee Financial Wellness program.
  • Develop all financial literacy programming for Stan State students.
  • Develop group presentations on financial related topics for students and alumni.
  • Develop budgeting and financial education literacy online and in the classroom, in conjunction with Residential Life, Academic Success Center, ASI and Student Development offices.
  • Establish and maintain relationships with outside organizations and bring experts to campus to present to students.
  • Collaborate with program chairs and faculty to provide workshops for the First Year Experience program.
  • Other duties as assigned.

    Minimum Qualifications
    Education: Completion of a bachelor's degree.
    Experience: Minimum of five years of experience focused on financial aid and scholarship programs and the applicable federal and state laws, CSU and campus policies and procedures. Effective supervisory practices and techniques, and the management of a unit. Two of those years must be in PeopleSoft systems administration experience involving study, analysis, and/or evaluations of PeopleSoft. Experience working with relational database system, expert experience with office automation technologies.

    Preferred Qualifications

  • Experience in developing quality control measures.
  • Ability to communicate in Spanish is desirable.

    Knowledge, Skills, Abilities

  • Experience and knowledge in financial aid eligibility, federal regulations, and financial aid processes.
  • Experience with the Federal Common Originations and Disbursement (COD) system, NSLDS, and WebGrants.
  • Competence regarding supervisory role, including staff motivation, morale issues, evaluation, communication, and correction.
  • Ability to motivate and train staff to provide excellent customer service; communicate orally and in writing at a professional level and be effective with diverse audiences; be self motivating/monitoring and a positive role model for staff.
  • Ability to develop and maintain excellent working relationships with people of all backgrounds, academic, and professional levels.
  • Ability to conduct research, analysis, assessment, evaluation, and problem-solving; make judgments in areas outside of standard practice and established procedures.
  • Ability to utilize technology solutions to process financial aid, with preference for experience with Oracle Campus Solutions.

    Physical Requirements
    The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The functions of this position are usually performed sitting and may include the need to sit or work at a computer terminal for long periods of time on projects but may involve some amount of time standing.

    Salary Range
    Anticipated salary will be $6,250 - $6,833 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist.

    Compensation & Benefits
    Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to Benefits Summary: CSU Employee Benefit Summary

    How to Apply
    To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resume. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the "Apply Now" button on this page.

    Application Deadline
    OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER OCTOBER 9, 2023. (Applications received after the screening date will be considered at the discretion of the university.)

    Criminal Background Clearance Notice
    Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    Additional Information
    Campus & Area
    California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

    Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

    Clery Act Disclosure

    Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

    Equal Employment Opportunity

    The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected status. All qualified individuals are encouraged to apply. The person holding this position is considered a mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised 7/21/17, as a condition of employment.

    Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

    CSU Stanislaus hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.

    The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.


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