Executive Director, University Financial Aid Services
Position Title: Executive Director, University Financial Aid Services
Position Type: Regular
Hiring Range:
$125,000 - $159,800 - / annual; Compensation will be based on education, experience, skills relevant to the role, and internal equity.
Pay Frequency: AnnualA. POSITION PURPOSE
The Executive Director of Financial Aid, reports to the AVP of Enrollment Management (EM), and oversees the department's daily operations to ensure high-quality customer service and adherence to regulatory standards. This senior leadership position includes managing staff, coordinating system updates, overseeing financial aid processing, ensuring compliance with federal/state regulations, managing audits, and providing leadership in policy interpretation and communication. Additionally, the Executive Director collaborates with the AVP of Enrollment on financial aid budget oversight (both undergraduate and graduate) and technological advancements, while maintaining university financial aid policies and participating in various leadership roles within the campus community. This position is to ensure all federal/state/institutional grant and loan programs are in compliance with federal/state/intuitional regulations and audit compliance with the University's Federal Compliance Single Audit A-133. The successful candidate will have demonstrated knowledge of the most recent trends and challenges in the current financial aid industry as well as innovative thoughts and creative approaches to rightly positioning Santa Clara University in an increasingly competitive and price-sensitive environment.
Administer, control, and coordinate federal, state, and institutional financial aid programs.
Develop, implement, and revise policies and procedures to ensure compliance with federal, state, agency and university rules and regulations.
Maintain and update office policy, procedures, and standards.
Create and review reports for compliance and financial aid program assessment.
Ensure smooth operation of the Financial Aid Office with appropriate attention to staff wellbeing.
Ensure operational excellence and data integrity needed for high quality execution of technology supported financial aid.
Oversee system integrations with the federal and state financial aid processing systems.
2. Strategic Collaboration and Planning
Partner with EM leadership and various offices in strategic and operational planning to achieve institutional and enrollment goals.
Advise the AVP for Enrollment Management and VP of trends and development in Financial Aid.
Perform policy and data analysis, decision support, and predictive modeling related to financial aid, and enrollment management.
Develop and maintain effective fiscal controls and proper record-keeping
Plan and execute strategic financial aid and enrollment projects as required by the AVP and VP for Enrollment Management.
Serve as a FAO's official liaison to other university departments, including Admission, Bursar's Office, the Registrar, and Human Resources, in support of projects and the direction of the AVP and/or Sr. Director of EM Technology, Systems, and Data.
Partner with the Director of Enrollment Marketing and Strategy and the Sr. Director, Information Systems & Data in developing strategic and tactical direction for processing and delivering Enrollment Management information.
Represent the VP and AVP for Enrollment Management as needed. Other duties as assigned in support of the distinctive Jesuit, Catholic mission of the University.
Participate in leadership campus committees for University initiatives.
3. Financial Aid Program Management and Outreach
Oversee and process financial aid awards, utilizing federal needs analysis calculations and resolving complex funding issues.
Oversee phases of the Direct Loan Program, including origination, reconciliation, and adjustments.
Oversee the coordination of campus student employment (work-study)
Manage and troubleshoot phases of the Federal Loan Program, including origination, disbursement, and reconciliation.
Collaborate across campus to increase financial literacy and help maintain students' financial aid eligibility through education of programs.
Visit high schools and participate in outreach programs to inform prospective students and families about financial aid. This may include programs on and off campus.
4. Supervision and Training
Supervise professional and clerical staff, determining work priorities, delegating tasks, and evaluation staff work efforts.
Monitor financial aid satisfactory academic progress and program pursuit processes and eligibility adherence.
Develop training and collaborate with staff to enhance their comprehension of financial aid programs and associated rules and regulations.
Provide leadership and mentorship to developing direct reports.
Ensure proper training documentation is in place and updated as protocols, policies and procedures evolve.
5. Student Support and Communication
Manage student satisfaction through quality customer service in financial aid administration.
Counsel students and parents on financial eligibility, using professional judgement.
Conduct financial aid presentations and communicate with local high schools and various organizations and venues, locally and nationally.
Create and maintain effective communication plans with key college offices and external agencies.
Collaborate and manage effective communication deployment including social media, website, E-mails, and print material.
C. PROVIDES WORK DIRECTION
Financial aid staff, lead of loans, lead of packaging, lead of operations.
D. RECEIVES WORK DIRECTION FROM
AVP of Enrollment Management. Dotted line to Sr. Director of EM Systems,
Technology, and Data.
E. GENERAL GUIDELINES
Establishes and improves delivery of financial aid programs (federal, state, university, and private), policies, procedures, practices, office services, and workflows.
Provides and models outstanding customer service to internal and external constituents and stakeholders in all aspects of financial aid.
Develops and recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit.
F. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires proven ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Employees cannot be in default of Title IV loans.
1. Knowledge
Knowledge of financial aid policies, procedures, eligibility requirements, and applicable federal and state regulations and/or experience working in highly regulated industry.
PC proficiency required, including experience with database management, software administration, usage and training Knowledge of Microsoft Office, spreadsheets, and Google mail applications preferred.
Knowledge of institutional methodology and use of the CSS PowerFaids Financial Aid module
Knowledge and experience with automated systems (CSS PowerFaids preferred) and data processing.
Knowledge of and experience with Tableau software and Slate CRM
Knowledge of data management and optimization principles.
Knowledge and experience implementing and/or stabilizing new software systems related to financial aid. Experience with Workday and PowerFaids preferred.
Knowledge of regulatory compliance principles and practices
Knowledge of administrative procedures and practices
2. Skills
Exceptional organizational skills, strong interpersonal skills, attention to detail, and the ability to work independently and effectively with changing priorities in a high stress, fast paced environment is required.
Must have excellent and effective communication skills and the ability to resolve a wide range of issues from inquiring students, parents and other staff. Spanish speaking skills are preferred.
Strong computer skills required along with ability to work directly with functional users in training settings.
Perform and assign data clean-up and other operational tasks as necessary for efficient and accurate data flow
Skill in people leadership and supervision
Skill in independent decision making
Skill in positive productive, and flexible customer service
Skill in budget/resource management
Strong skills in using Microsoft Excel, Word, and PowerPoint, Workday, and other systems and software.
Advanced Microsoft Excel skills to support budget analysis beyond VLOOKUP, IF, LEFT, Pivot, charts/graphs, and data validation
3. Abilities
Ability to develop and maintain effective and positive working relationships
Ability to apply analytical and critical thinking skills as well as draw conclusions and prepare accurate reports or results
Must have ability to work effectively with changing priorities in a high-stress, fast paced environment, and a demonstrated ability to manage multiple tasks.
Ability to interpret complex institutional, state, and federal regulations; exercise independent judgment in making decisions.
Must have the ability to work effectively with faculty, staff, and students and parents from a variety of diverse backgrounds.
Ability and demonstrated success in coaching and guiding subordinates.
Ability to manage confidential information.
Understanding and support of the Jesuit tradition of education and commitment to the fundamental values of service to others, community, and diversity.
4. Education and/or Experience
Master's degree
Minimum of 10 years' experience that demonstrates increasing responsibility in a service environment.
Minimum five (5) years of multi-tiered staff supervision in financial aid, preferably in the private, independent sector
Demonstrated experience with independently coordinating long-term projects from implementation to completion.
G. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
H. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office and computer lab environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
EEO Statement
Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
