Job Abstract

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Job Details and Requirement:

BASIC FUNCTION:

This position is responsible for assisting the Deputy Director of Financial Aid in administering various federal and institutional financial aid programs and processes Significant time will be dedicated to maximizing available technologies to improve department operations. The Associate Director of Financial Aid, Operations and Systems is responsible for conducting need analysis/verification, ensuring proper compliance and administration of federal and student aid programs and processes, counseling students and their families, maintaining website development/communication, as well as serving as the lead for the migration to the PowerFAIDS Cloud and Anthology SIS. Candidates should be technologically savvy, interested in improving system processes through automation, and have strong project management and coordination skills to implement new systems. The position will exercise independent judgment in discharging the responsibilities of the position. This position may supervise employees and/or student workers.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

The Associate Director reports to the Deputy Director of Financial Aid. This position works independently and collaboratively, has demonstrated commitment or evidenced capacity to diversity, equity, and inclusion, and upholds the highest levels of customer service to all students and families as it relates to federal and institutional aid processes, timelines, and communications.

The Associate Director performs the following essential duties and responsibilities:

Operations and Systems (40%)

• Lead and work with ITS to migrate from PowerFAIDS Desktop to PowerFAIDS Cloud.

• Serve as Office of Financial Aid representation and liaison for software migration from Jenzabar CX to Anthology.

• Work with Office of Admission to utilize Slate effectively in the recruitment and enrollment process.

• Responsible for the regular transfer of data between Slate and PowerFAIDS and ensuring all information on the Financial Aid Checklist is updated.

• Assist the director in ensuring that all processes are optimized and documented with specific focus on technology and operations.

• Assist the Senior Financial Aid Counselor and Financial Aid Assistant with the daily batch processes, including ISIR and PROFILE data downloads, as well as data transfer to and from other systems on campus (i.e., Slate, Jenzabar, etc.).

• Analyzes system processes and makes recommendations to improve system functionality and team efficiency.

• Conduct audits of data and systems to ensure the integrity of information.

• Provide technical and functional training to the Office of Financial Aid staff and implement automation using PowerFAIDS and other computer software.

• Assist the Deputy Director of Financial Aid to forecast spending trends and make appropriate recommendations to modify spending rates according to budget allocations.

• Assist in preparation of department operating budgets, statistical reports and evaluations, and complex funding applications.

• Coordinate program and statistical reviews/audits; provide for the implementation of resulting recommendations.

• Reconciles financial aid data with Institutional Research Department to facilitate the accurate reporting to IPEDS, CDS, USNWR, and other reports as needed.

Need Analysis/Compliance (30%)

• Performs need analysis and verification on student aid applications based on federal, state, and institutional methodologies, coordinates financial aid packages, and authorizes aid disbursements for prospective and current students.

• Responsible for interpreting and implementing federal and state regulations as they apply to financial aid programs, and implement institutional need-based financial aid policies.

• Responsible for evaluating cost of attendance/budget adjustment requests and updating financial aid packages for prospective and current students.

• Responsible for calculating federal Return to Title IV (R2T4) refunds and updating enrollment and packaging for students on leaves and withdrawals and monitors all R2T4 calculation for compliance.

• Remain current with federal and state regulatory changes and professional best practices to determine student eligibility for Federal Title IV aid.

• Participate in weekly appeal meetings to discuss, create, and document policies utilizing professional judgement to determine students’ financial aid eligibility.

• Audits and analyzes financial aid packages, troubleshoot system bugs, and run reports to identify and correct inaccuracies and discrepancies.

• Develop best and equitable practices on administering the Kravis Opportunity Fund to assist high need students with funding to cover necessities that help them participate in the full CMC experiences.

• Support the Financial Aid Assistant with the regular review of applicant document/application submissions on the College Board’s IDOC document imaging system and the U.S. Department of Education’s Central Processing System (CPS) and Common Origination and Disbursement System (COD) to ensure that documents and applications submitted are appropriately tracked in the PowerFAIDS financial aid management system.

• Update and maintain current office policy, procedure and processing manuals.

Counseling and Communications (30%)

• Counsel families in person, virtually, or via email or telephone regarding the financial aid application process, need analysis, appeal processing, and financing options/financial literacy.

• Make financial aid presentations to students, families, and counselors on campus and at high schools and community-based organizations.

• Responds to phone and email inquiries escalated by the Senior Financial Aid Counselor and/or Financial Aid Assistant.

• Participate in crafting messages for effective and accurate communication with students and families.

• Maintain a positive, customer service-oriented office atmosphere while providing administrative support and oversight of daily operations.

• Coordinate and update financial aid forms and publications.

• Maintain and update the CMC Office of Financial Aid website.

• Perform other duties as assigned.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. 

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.

• Work cooperatively with others.

• Receive and respond appropriately to constructive criticism.

• Display a positive attitude.

• Balance multiple tasks and priorities.

• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION: 

Bachelor’s degree is required or a related field or equivalent combination of education and experience is required. Master’s degree is preferred.

EXPERIENCE: A minimum of 7 years of applicable experience working with students with increasing administrative responsibility is required. Experience in packaging and need analysis procedures, extensive experience utilizing automated financial aid software, including PowerFAIDS, Slate, and experience in analysis and research using financial aid data; extensive knowledge of Title IV regulations governing federal student aid including verification, conflicting information, federal reporting requirements, and return of Title IV aid (R2T4). Written and verbal Spanish skills are preferred.

LICENSES:

A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required. A valid driver’s license is required to drive College-owned vehicles and the ability to be insured under the College’s authorized driver’s policy. 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Demonstrated success in regulatory compliance and a strong understanding of tax law as it relates to the awarding of all financial aid programs.

• Must be able to think critically, problem solve, and have strong analytical and quantitative reasoning skills.

• Must be detail oriented with excellent time management, strong customer service, and technical skills.

• Ability to package student financial aid ensuring compliance with all sources and types of aid.

• Must understand Federal, State, and institutional need analysis policies and philosophy and apply institutional, state, and federal financial aid analysis methodologies to financial aid applications. 

• Must communicate effectively and discuss sensitive, confidential financial information and complex processes with diverse on- and off-campus constituencies, including students, families, and groups of diverse ethnic, socioeconomic, cultural and philosophical beliefs.

• Commitment to excellent customer service.

• Deploy professional skills in collaboration with colleagues to best promote the College’s strategic interests.

• Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

• Use exceptional organizational and time management skills to complete work with accuracy and with a keen attention to detail.

• Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and have common knowledge of the Internet. PowerFAIDS knowledge is a plus.

• Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and collaboratively as a member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the department’s annual goals.

• Must be able to travel to attend financial aid events on behalf of the College. Ability to be insured under the Colleges’ authorized drivers policy is required.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required.  Travel may be required.  Regular hours may vary and exceed 40 hours per week due to needs of the College or division.  A successful candidate must be willing to work a flexible schedule.  This is a 12-month, year round position.

CLASSIFICATION AND STATUS: 

This is an exempt position.

This is a regular, full-time position.

This is a benefits-eligible position.

SALARY:

The anticipated salary range is $81,000 to $95,000 per year.

Salary will be commensurate with qualifications and experience.

PHYSICAL REQUIREMENTS:   Moderate (up to 30 lbs.)

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times. 

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.   It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. 

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.