Assistant Director - Undergraduate Financial Aid

Chapman University; Orange (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Chapman University is seeking an Assistant Director for Undergraduate Financial Aid to lead and mentor the front-end operations team, ensuring compliance and efficient service. The role involves policy interpretation, data integrity, and presenting at events.

You will collaborate with campus partners, manage training, and deliver timely reporting while maintaining FERPA standards and regulatory adherence. This position offers regional impact within the university’s financial aid program.

Qualifications

• Bachelor's degree required.
• Minimum 4 years undergraduate financial aid experience.
• Strong knowledge of federal and state financial aid programs.
• Excellent communication with internal and external partners.
• Demonstrated diplomacy, confidentiality, and FERPA adherence.

Responsibilities

• Lead and mentor the front-end operations team.
• Develop training materials for new staff.
• Ensure policy interpretation and regulatory compliance.
• Present at orientation and financial aid events.
• Act as liaison to campus partners.
• Monitor reports for regulatory compliance and data accuracy.

Skills

Leadership

Mentorship

Communication

Data analysis

Public speaking

FERPA compliance

Team management

Education

Bachelor's degree

Tools

Excel

PowerPoint

PeopleSoft

Job description

As a critical part of the Undergraduate Financial Aid management team, the Assistant Director provides leadership, mentorship, support, and direction to the frontline advising team while providing valuable insight and innovation about policies, procedures, programs, and regulations. This position helps to ensure data integrity and compliance with university, state, and federal laws, internal controls and quality standards of service. This position resolves problems outside the scope of the advising team, including working directly with students and parents and researching and resolving complex issues. The Assistant Director prepares materials and presents to large and small groups during orientation, financial aid nights, and as requested by community partners. Performs other duties as assigned or requested.

Management and Leadership

• Serve as a member of the Undergraduate Financial Aid Office management team.
• Provide leadership, mentorship, support, and direction to the front-end operations team within the office, directly supervising 2 to 3 team members.
• Create and maintain cohesive training materials for new team members.
• Provide a platform for the team to maintain continuous proficiency in federal and state regulations as well as institutional policies.
• Participate in setting goals and objectives for the area and measure performance against those goals and objectives.
• Provide policy and regulation interpretation; determine exception requests as deemed appropriate for the position level. Evaluate internal practices, procedures, and policies and recommend changes or enhancements.
• Promote a positive image of the Financial Aid Office and Enrollment Division ensuring accurate, consistent, and timely information is disseminated in accordance with policies and procedures.
• Maintain professional currency through active participation and leadership in associations and committees both internal and external to the university.
• Create and maintain a master calendar that includes regular meetings with the team as well as individual team members.

Communication and Outreach

• Regularly meet with students and families as needed.
• Handle student, parent, and other issues requiring escalation in a diplomatic and tactful manner.
• Present at on- and off-campus financial aid events including financial aid nights, conferences, and enrollment events that may include overnight travel.
• Act as a liaison for campus partners including Disability Services, Global Education, Student Business Services, Office of the Registrar, as well as the Dean of Students Office to answer questions, provide guidance, and resolving complex problems.

Data Management and Reporting

• Monitor weekly, monthly, and annual reports to ensure compliance with federal and state regulations.
• Provide consistent data and analysis related to the effectiveness of the work being done in order to identify trends, successes, and areas of improvement.
• Provide insight during regularly scheduled leverage planning meetings and assist with any yearly setup or changes as needed.
• Provide quality assurance and testing of financial aid packages.

• Bachelor’s degree
• A minimum of 4 years undergraduate financial aid experience in a public or private non-profit university
• Strong and current knowledge of federal and state financial aid programs
• Proven ability to communicate clearly and accurately with internal and external partners as well as students and their families
• Strong interpersonal skills with the ability to listen, remain calm, and empathize with students and parents from diverse backgrounds
• Ability to demonstrate tact and diplomacy and maintain a high level of confidentiality with a strict adherence to FERPA standards
• Demonstrated ability to make appropriate decisions and sound judgments on routine to critical matters
• Ability to maintain and present data in a clear and concise manner
• Ability to work successfully both independently and as part of a team
• Strong organizational skills to prioritize projects and deadlines and assist the team to do the same
• Comfort with public speaking and presentations including the creation of presentations and outreach materials