Manager, Financial Aid (Categorically Funded)

Antelope Valley College; Lancaster (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Antelope Valley College is seeking a Financial Aid Manager to plan, organize, and manage daily operations of the Financial Aid Office. The role serves as the Financial Aid Administrator in the Director's absence and ensures compliance with federal and state laws, regulations, and institutional policies.

The position requires managing staff, coordinating audits and program reviews, and overseeing outreach and reporting.

Qualifications

• Bachelor's degree required; preferred in accounting/business or related field.
• Minimum three years of full-time financial management experience with fiscal analysis and planning.
• One year of experience in a college/university financial aid office responsible for office operations.
• Two years of supervisory experience (may be concurrent).
• Knowledge of federal/state laws governing financial aid and reporting requirements.

Responsibilities

• Plan and oversee processing of financial aid applications and related compliance.
• Act as Financial Aid Director in the absence of the Director to ensure regulatory compliance.
• Provide leadership and oversight for Financial Aid, Federal Work-Study, and Job Placement programs.
• Develop and maintain manuals for accurate processing from application to disbursement.
• Supervise staff and identify training needs; implement development plans.
• Coordinate reconciliation of federal, state, and institutional aid programs.
• Coordinate audits, program reviews, and internal compliance reviews.
• Respond to escalated student issues and outreach to schools/partners.
• Maintain PIIs and student records per federal regulations.
• Utilize ED Express, COD, NSLDS, WebGrants, and NSLDS for reporting and data updates.

Skills

Leadership

Communication

Supervision

Interpersonal skills

Collaboration

Education

Bachelor's degree (accounting, business, economics, finance, public administration, or related)

Tools

ED Express

COD

NSLDS

WebGrants

National Student Clearinghouse

Job description

Under supervision of the Director of Financial Aid, the Financial Aid Manager assists in the planning, organizing, and managing of the daily operations of the Financial Aid Office. This position serves as the Financial Aid Administrator in the absence of the Director. Responsible for understanding and implementing federal and state laws and regulations, office policies and procedures, and institutional policies. Understands all aspects of federal verification and needs analysis. Supervises, trains, assigns, and reviews work and evaluates assigned staff; oversees the operations of the office to ensure timely delivery of financial aid.

Essential functions are marked with an (E).

• Plans, organizes, and oversees the processing of financial aid applications. (E)

• Serves as the Financial Aid Director, in the absence of the Director, ensuring compliance with federal and state statutes and regulatory requirements. (E)

• Provides leadership, supervision, and administrative oversight for the District’s Financial Aid. Federal Work-Study, and Job Placement programs in alignment with institutional mission, equity goals, and student success priorities. (E)

• Develops and maintains policy and procedure manuals to ensure accurate and timely financial aid processing from application to disbursement. (E)

• Supervises and evaluates assigned staff. Identified training needs of assigned staff and recommends or develops appropriate development and training plans. (E)

• Coordinates the reconciliation of federal, state, and institutional financial aid programs. (E)

• Coordinates responses to audits, federal and state program reviews, and internal compliance reviews. (E)

• Coordinates response to escalated student issues. (E)

• Organizes financial aid outreach in response to requests by local schools and community organizations and campus partners. (E)

• Maintains security of personally identifiable information (PII) and student financial aid records according to federal regulations. (E)

• Utilizes standard office software and specialized financial aid systems (e.g., ED Express,

• COD, NSLDS, Web grants, National Student Clearinghouse) to generate reports,

• track awards, make data updates, changes, and corrections, and ensure regulatory

• compliance. (E)

• Performs other related duties as assigned.

Education:

Bachelor’s degree from a recognized college or university, preferably with a major in accounting, business administration, economics, finance, public administration, or a related field.

Cannot be in default on federal student loans, federal parent loans, or in overpayment on a federal grant.

Experience:

• Three years of full-time, paid experience in financial management involving fiscal analysis and planning AND

• One year of experience in a college or university financial aid office responsible for office operations

• Two years of supervisory experience (may be concurrent)

This is a categorically funded position; continued employment is contingent upon continued receipt of funding.

Knowledge of:

• Equity-based principles and leadership in higher education.
• Higher education in community colleges, including the mission of the California Community Colleges.
• Federal, state, and local laws and regulations applicable to student financial aid and student services, including Title IV, Title V, California Education Code, FERPA, and related compliance requirements.
• Management of the District's financial aid programs.
• Equity-minded leadership, diversity, equity, and inclusion (DEI) practices, and culturally responsive service delivery in community colleges.
• Student services program planning and evaluation, including alignment with Institutional, Program, and Student Learning Outcomes.
• Federal and state reporting requirements for financial aid programs, including audits, program reviews, FISAP, PPA renewals, Gainful Employment, SSARCC, and related submissions.
• Financial aid administration and oversight, including federal, state, institutional, and private aid programs; needs analysis methodologies; awarding, disbursement, reconciliation, and return-of-funds processes.
• Regulations, rules, and institutional systems, policies, and processes related to financial aid, including their connection to admissions, registration, and accounting.
• Federal, state, and local regulations, policies, and procedures for awarding and administering financial aid.
• Institutional policies relevant to admissions, registration, and student accounts receivable.
• Federal reporting requirements for financial aid, including filing reports, making corrections, and verifying approvals.
• Interpersonal skills using tact, patience, and courtesy.
• Effective collaboration, communication, and consensus-building techniques.
• Principles and practices of management, supervision, and training.
• Office systems, procedures, and equipment, including personal computers, student information databases, word processing, and spreadsheet applications.
• Specialized financial aid databases and data management systems.
• Student eligibility criteria and application processes.
• Budget development and fiscal management.
• Financial aid software systems and reporting tools.
• Professional standards related to student records and confidentiality.

Ability to:

• Manage access to federal, state and other required sites for assigned staff.
• Investigate and resolve issues related to student eligibility and disbursement.
• Promote financial aid awareness through participation in outreach, recruitment activities, and community engagement.
• Attend and participate in relevant workshops, conferences, and professional development events.
• Supervise and evaluate staff in a fair manner while demanding the highest level of performance.
• Communicate and respond effectively verbally and in-writing using culturally relevant techniques.
• Handle difficult and problem students in a multicultural, multilingual environment.
• Manage complex financial aid programs.
• Learn and understand federal and state regulations and apply them to office policies and procedures.
• Stay current on federal and state laws and regulations; recommend procedural changes as required; inform other staff of regulatory changes as they occur.
• Perform a multitude of high volume, complex tasks simultaneously.
• Evaluate office systems and develop appropriate policies and procedures.
• Perform work requiring the highest level of detail and accuracy.
• Organize and prioritize work appropriately to meet deadlines and completion expectations.
• Work independently with little direction.
• Equitably develop, plan, organize, and programs, policies, and procedures to meet student, staff, and community needs.
• Approach challenges as opportunities and utilize data to inform equitable solutions that meet multiple ends.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; and meet critical time deadlines.
• Prepare comprehensive narrative and statistical reports.
• Coordinate operations effectively with other college units, including Admissions & Records, Job Placement Services, Student Services, Business Services, and Academic Affairs.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work evenings and weekends as required.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:

Directs and supervises financial aid staff and other assigned personnel.

CONTACTS:

Co-workers, lenders, Government Agencies, other departmental personnel, other campuses, external contractors, vendors, and computer software representatives.

PHYSICAL EFFORT:

(The physical and mental demands described here are representative of those employees may need to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.)

• Requires the ability to exert physical effort, such as walking, standing, and light lifting.
• Ability to operate office equipment.
• Tasks require extended periods sitting and at a keyboard.

WORKING CONDITIONS:

• Normal office environment at multiple sites.
• Frequent interruptions.
• The employee must travel to locations other than the assigned work site and may be required to work evenings and weekends.
• Typical 40-hour work week minimum, with occasional night and weekend work.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND COMMITMENT TO DIVERSITY

Antelope Valley Community College District (AVC) is committed to employing administrators, faculty, and staff members who are dedicated to student success. AVC recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.

AVC is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state laws and regulations. To find out more about AVC, please visit our website at avc.edu.

Thank you for your interest in employment opportunities with Antelope Valley Community College District.

______________________________________________________________________

Annual Security Reportis provided by Antelope Valley College for prospective students and employees. A copy of this report is available at http://www.avc.edu/administration/police/