Interim Director, Financial Aid

Ohlone College; Fremont (CA); On-site; USD 120,000 - 159,000; Full time

Job summary

Ohlone College in Fremont, CA is seeking an experienced leader to direct the Financial Aid Department within the larger Admissions and Records context. The role oversees daily operations, compliance with federal/state regulations, and timely disbursement of aid while coordinating mandated reporting.

The ideal candidate will bring extensive knowledge of FERPA, ERP systems, and data-driven budgeting, plus a track record of equity-focused service excellence and staff development in a public college

Qualifications

• Bachelor’s degree and five years of experience in financial aid or related field.
• Evidence of responsiveness to diverse student, socio-economic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds; equity-minded practices.

Responsibilities

• Ensure financial aid operations comply with federal/state regulations.
• Disburse aid according to schedules and deadlines.
• Prepare and file federal/state/district reports.
• Collaborate with enrollment services for data accuracy and mandated reporting.
• Oversee budget planning and expenditure approvals.
• Engage in district recruitment and staff development.
• Support equity initiatives and culturally responsive practices.
• Perform related duties as assigned.

Skills

FERPA knowledge

Budget management

Staff leadership

Data analysis

Communication

Education

Bachelor’s degree in financial aid or related field

Tools

ERP software

Student information systems

Data gathering software

MS Office

Job description

Ideal Candidate Statement

The ideal candidate for this position is an experienced leader with a clear, focused commitment to promoting student success. This candidate is a creative, visionary leader who will inspire staff, students, and the community. The candidate is an innovative thinker who seeks original and effective solutions to problems and is a critical thinker with outstanding interpersonal, written, and oral communication skills. The candidate is highly ethical, trustworthy, credible, and respectful of diverse views and opinions. The candidate is flexible and inter-culturally competent and is a person whose leadership style is collegial, approachable, and accessible on campus and in the community. The candidate can delegate responsibility and authority while maintaining accountability in a fast-paced working environment. This seasoned professional fosters cohesion and a sense of working together for the good of the College and is committed to the effective use of technology within academic and administrative environments.

Position Description

Temporary/interim, full-time, management position to serve in a limited-term appointment. This appointment is for a maximum duration of two years.

Under the direction of the Director, Admission and Records, this position directs the day-to-day operations of the Financial Aid Department. The position is also responsible for the efficient operations of the District’s enrollment services department ensuring compliance with all regulations that govern the area of responsibility and ensuring that all necessary data is gathered for the production of mandated financial aid reports.

Duties and Responsibilities

1. Ensures that the operation of the Financial Aid Department is in compliance with the state and federal regulations that govern federal student aid, state student aid, scholarships, disbursements, and the benefits provided to veteran students.
2. Ensures that departmental operations comply with organizational policies, collective bargaining agreements, and state/local regulations.
3. Makes determinations of student appeals to staff determinations related to financial aid.
4. Ensures that financial aid is disbursed according to disbursement dates.
5. Analyze data to ensure the accuracy of the data that is reported.
6. Completes federal, state, county, and District reports for area under responsibility.
7. Organizes financial aid outreach activities with other departments and areas.
8. Analyze departmental operations to assist in the assessment of departmental operations and services to determine if goals and objectives have been achieved.
9. Implements departmental policy changes, policy modifications, special assignments, goals, and objectives.
10. Analyze departmental expenditures and departmental needs to assist the supervising manager in approving the use of departmental funds, developing the departmental budget.
11. Engages and enforces the disciplinary process, if/when needed.
12. Participates in the District’s recruitment process to assist in hiring of classified and unclassified staff.
13. Apportions work amongst subordinate classified staff.
14. Analyze employee performance to develop performance evaluations and address performance issues.
15. Approves paid time off for employees under supervision.
16. Authorizes departmental personnel actions.
17. Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
18. Performs related duties as assigned.

Knowledge Of

1. State and federal regulations governing student financial aid, mandated reporting deadlines, and benefits for veteran students.
2. District policies.
3. Family Educational Rights and Privacy Act (FERPA).
4. State and federal databases related to financial aid.
5. Collective bargaining agreements.
6. District policies.
7. Academic Management Systems.
8. Data gathering software.
9. Enterprise Resource Planning (ERP) Software.
10. General office software and equipment.

Skills To

1. Apply knowledge of the state and federal regulations that govern financial aid, mandated reporting deadlines, and benefits for veteran students, to ensure that the departmental day to day operations are in compliance, that mandated reports are completed at appropriate intervals, and that department financial aid records match state and federal allocated funds.
2. Apply knowledge of the state and federal regulations that govern veteran students to ensure that all certifying and reporting functions are in compliance.
3. Apply knowledge of FERPA to ensure that departmental practices do not disclose student information to unauthorized parties.
4. Use collective bargaining agreements to ensure compliance with negotiated language for all employees under supervision.
5. Use academic management systems to review academic records.
6. Use data gathering software to develop reports.
7. Use general ERP Software, state, and federal databases to monitor departmental budgets, financial aid accounts, and to ensure that financial aid information is reported.
8. Use general office software and equipment to develop reports, aggregate data, and communicate with District staff and students.

Ability To

1. Maintain up to date on state and federal regulations governing financial aid and aid provided to veteran students.
2. Ensure the accuracy of the data that is reported.
3. Effectively counsel’s students and faculty regarding all financial aid issues.
4. Effectively adhere to collective bargaining contracts in the supervision of classified employees.
5. Effectively meet reporting deadlines.
6. Effectively implement the level of service that is expect during all staff interactions.
7. Ensure that student documentation is filed appropriately.
8. Communicate effectively, orally and in writing.
9. Develop and maintain effective working relationships with District staff, students, and departmental visitors.

Minimum Qualifications

Any combination of a bachelor’s degree and/or five (5) years of experience working in financial aid and or a related field;

AND Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Required Application Materials: The below items must be uploaded as attachments for your application to be complete and considered

1. Resume/Curriculum Vitae.
2. A cover letter addressing the listed desirable qualifications and personal/professional qualities.
3. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.
4. Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

Salary Placement

Management Salary Schedule Range 225. Initial salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. Management employees typically advance one step on the salary schedule each year and have the potential to reach the current maximum step of $159,135.00 annually.

Foreign Transcripts

Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Here is a list of approved foreign degree evaluations services:

http://www.ohlone.edu/org/hr/forms/docs/evaluationofforeigndegrees.pdf

District Statement

Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

Vision Statement

Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success.

Mission Statement

Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone foster innovation, encourages student expression, and promotes ethical behavior and global citizenship.

EEO Statement

The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: [phone].

Conditions of Employment

Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affir

Immigration Reform & Control Act of 1986

Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

*The District reserves the right to modify, rescind, or re-advertise this recruitment at any time*