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Assistant Director Financial Aid
Southwestern Oregon Community College in Coos Bay, Oregon
Date Posted 05/04/2021
Admin-Financial Aid
Employment Type Fulltime
Application Deadline Open until filled

The Assistant Director of Financial Aid under the direction of the Dean of Financial Aid and Registration Services is responsible for the day-to-day supervision of the financial aid office. Supports and coordinates financial aid services and processes to maximize efficiency and effectiveness with an emphasis on customer service and student success. Develops and maintains a thorough knowledge of federal, state, and institutional policies and regulations that pertain to federal aid, grants, work-study, scholarships, and supplemental programs; provides leadership in the overall management and awarding of scholarships. Responsible for assisting in the determination of financial aid eligibility, monitoring for continuing eligibility and efficiently managing student aid programs. Assumes primary responsibility for maintaining and updating PowerFaids software including performing annual set up, automating manual processes, providing internal reports, and training of other staff. Responsible for using Infomaker reporting to generate reports as needed. Provides internal control functions as deemed necessary.

Description of Duties and tasks

Leadership /Administration (40% of Time)

  • Assists with ensuring financial aid systems and processes are compliant with institutional, state, and Federal Title IV aid regulations. Designs and develops automated processes to support internal audit, assessment, and support end user reporting needs.
  • Hires, supervises, directs, and evaluates staff in the Financial Aid Department. This includes evaluating performance and initiating disciplinary action when needed, responding to employee complaints, and effectively recommending various personnel actions.
  • Provides leadership in the development of department goals and objectives. Manages department budgets and authorizes expenditures with the collaboration of the Dean of Financial Aid and Registration Services.
  • Provide ongoing training and professional development for financial aid, advising, business office and first stop staff.

Financial Aid and Scholarship Program Leadership (40% of Time)
  • Responsible for administering all Federal, State, and Institutional aid programs.
  • Administer financial aid packaging for all qualified applicants in accordance with federal, state, and institutional policies.
  • Counsels and determines eligibility for students and parents in regard to all aspects of financial aid programs offered through the college, including application procedures, requirements of eligibility, and responsibilities associated with the acceptance of aid.
  • Coordinates with Athletic Department to perform yearly NWACC audit of tuition waivers.
  • Administer Return of Title IV (R2T4) processes.
  • Monitor all expenditures of federal, state, and institutional funds for compliance with federal and state regulations.
  • Reconciles student receivable accounts with the Business Office.
  • Develop cost of attendance as required by federal Pell regulations.
  • Develop and maintain a policies and procedures manual. Create policies and procedures to ensure campus Official Cohort Default rate stays below the threshold. Develop written financial aid materials as needed.
  • Investigate and resolve challenges that arise due to submitted issues and incomplete or fraudulent responses or documentation.
  • Reporting to the Oregon Office of Student Access and Completion: report all disbursements, ongoing reporting to determine eligibility, and any requests from OSAC regarding policy issues or changes.
  • Prepare all responses to federal, state and independent auditing agencies and act as liaison with all outside agencies related to financial aid

Technical Support for Financial Aid Office (20 % of time)
  • Responsible for all data exchanges between PF and Jenzabar (EX).
  • Responsible for sending all financial aid originations and disbursements via EdConnect to COD. Receive all ISIRS, corrections, student loan data, etc. via EdConnect. Troubleshoot any technical issues I may have with the system.
  • Solely responsible for the annual setup and programming of PowerFAIDS, while ensuring students are able to remain informed about their eligibility for financial aid by developing and directing the PF system for collecting and evaluating applications.
  • Responsible for reviewing and revising the programming within PF, which affects awarding and letter generation.
  • Responsible for maintaining standards for functional users of the database to ensure integrity and consistency of data.
  • Maintains the Financial Aid module (FAMS) in Jenzabar EX. Ensures that the system is used effectively and the proper staff have access and are trained.

Performs Other Duties and Special Projects as Required/Assigned
  • Participate in regional and statewide professional committees.
  • Attend meetings and training sessions for professional development

Required Knowledge, Skills and Abilities

Bachelor’s degree in business, accounting, finance, or related field. Substitution for Bachelor’s degree: Associate Degree in business, accounting, or related field plus 3 or more years of financial aid disbursement and awarding experience.

Minimum of five years of related work experience including at least three years’ experience in financial aid operations and administration.

One year of supervisory experience.

Successful applicants for this position must possess the following knowledge, skills, and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:

  • Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter. Ability to effectively communicate orally with groups and/or individual, and deal with peers, the public and the community in a positive, empathetic, and professional manner.
  • Ability to work effectively with populations representing diverse social, economic, cultural, ideological and ethnic backgrounds, life experiences and abilities, including community members, students, faculty, and staff.
  • Ability to follow established procedures and work independently to accomplish those procedures.
  • Ability and willingness to manage a flexible work schedule with self-discipline, including travel, various hours and possible weekends/evenings, as well as work days at other college locations.
  • Exhibit a high level of computer literacy, sufficient to use software such as email, word processing, spreadsheets, and databases to produce correspondence, documents, and reports. Ability to use Internet, Microsoft Outlook, Word, and Excel as needed.
  • Ability to follow established college and department procedures and work independently to accomplish those procedures. Ability to implement general directives and Board policies in the assigned areas of responsibility. Ability to explain established policies and procedures using judgment and diplomacy.
  • Ability to plan, organize, and carry out activities independently. Strong time management skills to support efficient work production and meet deadlines.
  • Knowledge of principles and practices of supervision and training. Ability to develop others to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods.
  • Models and ensures diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status
  • Demonstrated commitment to high quality student services programs designed to help students identify and meet their educational goals.
  • Ability to maintain professionalism, confidentiality, and objectivity under constant pressure and crisis situations. Ability to work with time deadlines and a high level of accuracy using independent judgement in determining college and student eligibility.
  • Clear understanding of the role of registration and student records in protecting the integrity of the academic record. In-depth knowledge of FERPA and records security.
  • Expert knowledge of the administration of federal financial aid programs, processes, and regulations, with such knowledge maintained through regularly attending industry workshops and webinars, monitoring agency updates, and engaging with financial aid peers at state and national levels.
  • Knowledge of computerized student information systems, computer applications in admissions/registrar services, related technologies, and experience with systems development, implementation, and enhancement.
  • Ability to develop and apply flexibility, resourcefulness, and creative approaches to solve problems with an understanding of the institution-wide systems.

Applicants for this position possessing one or more of the following knowledge, skills, and abilities with receive preferred consideration through the selection process.
Jenzabar and PowerFaids experience
Supervisory experience in a higher education setting


Additional Job Information

JOB TITLE: Assistant Director – Financial Aid
LOCATION: Coos, Curry, Western Douglas Counties
FTE: Full-Time (1.00 FTE)
DEPARTMENT: Financial Aid and Registration Services
PAY GRADE: 25 ($45,395to $49,137 Step 1 to 5 for hiring)
REPORTS TO: Dean of Financial Aid and Registration Services
DATE: March 2021

Work is primarily conducted in an indoor office setting; the noise level is typical of most office environments where telephones, personal interruptions, and background noise are frequent. This level has a work environment that is usually well-protected, free from (minimal – 0-20%) hazards or obstacles. There is little or minimal element of personal risk or hazard. There is very little element of personal risk or hazard.

Positions rated at this level require (minimal 0-20%) physical effort such as light lifting, carrying, or movement and is occasionally required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed.

The position requires mobility, including moving materials weighing up to ten (10) pounds on a regular basis and infrequently moving materials which may weigh up to twenty-five (25) pounds. Manual dexterity and coordination are required for a limited amount of the work period for the operation of equipment such as computers and other standard office equipment. All individuals are required to be able to perform these movements without a significant risk of injury, with or without accommodation, or to otherwise demonstrate or explain how they can perform the essential functions above.

Attendance at various meetings may require work after normal business hours and moderate travel.

This position has substantial (60-80%) responsibility for interaction with external contacts, generally at higher levels. Contacts may be within the organization structure, with organization residents, or with other organizations. Internally, primary contacts are made to gain information for contacts outside the organization departments. Position interactions are regularly non-routine, complex and require extensive discussion or explanation. The potential of positive or adverse consequences to the organization because of these contacts is critical. Formal presentations may be frequent. Communication or interpersonal skills are a significant aspect of the job responsibilities, and skills must be highly refined.

Contacts frequently contain confidential/sensitive information necessitating discretion at all times.

Positions at this level are normally responsible for some supervisory responsibilities, including providing daily work direction, making recommendations regarding hiring, disciplining, terminating employees, making pay adjustments, and/or making employee job/assignment changes. This is the first level of organization supervision. Supervisory span will usually not exceed 1-3 non-exempt employees.

This position is expected to set policy, develop alternatives, negotiate, and exercise discretion as a regular part of assigned responsibility. This position is largely autonomous. Identification of errors or omissions occurs on a long-term basis or after the fact. Positions functions with autonomy, except for highest-level decisions. Positions at this level have only final review or collaboration on major, organization-wide decisions. Scope of problems solved affect several groups or are organization wide.

Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this, please email hr@socc.edu. For technical assistance with your application, please call (855) 524-5627.

Please note: We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason, please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

Applicants are eligible to use Veteran's Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
  • Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
    • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records/
For information regarding Veteran's Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

It is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race, color, gender, marital status, sexual orientation, religion, national origin, age, political affiliation, parental status, veteran status or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga 512. Phone 541-888-7206 or TDD 541-888-7368. All other issues, concerns, and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

Annual Campus Crime/Annual Fire Safety (Clery Act) Report
The “Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act” (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information, including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee, you have a right to obtain a copy of this information. You may review this information here: Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at 541-888-7206.
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