Position Title | Supervisor, Financial Aid and Scholarships |
Department | Financial Aid, Veterans and Scholarship Services |
Location | San Marcos |
Full or Part Time | Full-Time |
Category | CAST |
Hours per week | 40 |
Number of Months | 12 month |
Work Schedule | Monday – Thursday, 8:00 a.m. – 5:00 p.m.; Friday, 7:30 a.m. – 4:00 p.m. Occasional night and weekend hours may be required due to department needs. |
Grade | 48 |
Salary/Wage | $6,944.72 |
Salary/Wage Frequency | Monthly |
Benefits | In addition? to a competitive compensation structure, Palomar College? also offers an extremely generous benefits package. - Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)
- Vacation, sick leave and 25 paid holidays
- $80,000 employee term life?/accident insurance policy (additional buy up options available)
- Employee long-term care insurance
- Employee Assistance Plan (EAP) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
- Additional buy up options available for other voluntary insurance benefits
- Enrollment in CalPERS (California Public Employees Retirement System)
The estimated maximum value of this employer-paid benefits? package is approximately $41,360 annually. |
Primary Function | Supervises major activities and programs of the Financial Aid, Veterans’, and Scholarships department; provides technical expertise to students, assigned staff, and District personnel concerning financial aid policies, procedures, and regulations; assists in short- and long-term planning relative to department operations and functions; packages and certifies financial aid applications in accordance with complex federal, state and local requirements; recommends, assists in developing, and implements financial aid policies and procedures; supervises and coordinates the work of assigned staff; performs specified duties assigned to the Director, Financial Aid, Veterans’, and Scholarship Services in their absence or as required. |
Minimum Qualifications | To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
- Experience: Five years of progressively responsible financial aid experience, including one year of lead and/or supervisory responsibilities.
Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months. If the position requires supervisory experience, the experience must be at a professional level (i.e. evaluation and/or discipline of staff).
AND
- Education: Equivalent to an associate degree in education, business administration, public administration, or a related fieldfrom an accredited college or university.
Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions.
Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://www.naces.org/index, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/. |
Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement | Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity. Click here to see a quick overview of our student demographics on our recent Student Fact Sheet.
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:
- Access – We make education possible for everyone.
- Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.
All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff. |
Preferred Qualifications | - Experience working in an educational setting, preferably in a California public university or community college.
- Experience using an integrated database system such as PeopleSoft.
- Completion of college-level coursework beyond the minimum qualifications.
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Licenses and/or Certificates | - Possession of, or ability to obtain, an appropriate, valid California driver’s license by time of appointment.
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Supervision Received and Exercised | Supervision Received From: Director, Financial Aid, Veterans’, and Scholarship Services Supervision Given: Assigned classified, hourly, and volunteer employees |
Duties and Responsibilities | Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following: - Performs full supervisory activities, subject to management concurrence and in accordance with applicable District policies, which include: selecting and training new employees; planning, assigning, scheduling, and evaluating completed work; approving overtime/compensatory time; preparing and signing employee performance evaluations; recommending salary reclassifications; responding to grievances and taking appropriate disciplinary action; and performing related supervisory activities.
- Plans, arranges, and oversees day-to-day operations and work assignments for financial aid and scholarship programs and assigned employees; assists in planning and implementing office procedures; provides for the maintenance of safe working conditions and ensures safe work practices in accordance with District policies and procedures are followed by staff; provides leadership to ensure a fair and open work environment in accordance with the District’s mission, goals and values; coordinates financial aid work at the District’s education centers.
- Interprets, analyzes, and applies complex laws, rules and regulations related to state and federal financial aid programs; implements changes and advises other staff to assure continued program compliance; advises assigned staff concerning changes in policies, regulations and technical procedures; provides direction and assistance for implementation of rules and regulations; provides guidance, quality control, and oversees cases requiring professional judgment.
- Coordinates with other District departments to ensure timely receipt of information and records to determine eligibility, process applications, and authorize disbursements; serves as a liaison to the California Student Aid Commission and other state, federal and private agencies, including, but not limited, to the District’s Fiscal Services office, the Palomar College Bookstore, the U.S. Department of Education, and the U.S. Department of Collections; serves as the National Student Loan Clearinghouse financial aid resource for students and employees.
- Recommends, drafts, prepares, and assists in the implementation of department goals, objectives, policies, and procedures, ensuring compliance with applicable District, federal, and state requirements.
- Enters and retrieves financial aid and related data from the District’s financial aid systems; independently produces a variety of documents and reports; develops, documents, prepares, and maintains a variety of statistical and analytical reports and studies.
- Supervises and participates in the updating, enhancement, implementation, administration, and training of assigned staff on applicable software; develops and updates related forms and training materials; coordinates the resolution of computer and/or software issues and problems.
- Researches, troubleshoots, and resolves policy and procedure questions and problems relative to Financial Aid, Veterans’, and Scholarship Services, ensuring compliance with applicable District policies, procedures, and protocols.
- Serves as a liaison for the department in response to student, employee, District, and community inquiries, including conducting investigations associated with complaints received from applicable parties and performing specialized, technical research and assistance.
- Coordinates department activities with applicable internal departments and/or external agencies regarding the interpretation and implementation of applicable requirements in assigned area of responsibility.
Marginal Functions: - Participates in/on a variety of committees, task forces, boards, meetings, and/or other related groups in order to receive and/or convey information.
- Participates in shared governance through service on planning and/or operations committees and task forces.
- Performs related duties and responsibilities as required.
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Knowledge, Skills, Abilities | Knowledge of: - Supervisory principles and practices.
- Rules, policies, procedures, and protocols of financial aid and scholarship programs.
- Applicable federal and state laws, rules, and regulations.
- Modern office practices, procedures and equipment, including computers and software programs relative to assigned areas of responsibility.
- Basic accounting principles.
- Customer service principles and practices.
- Recordkeeping techniques.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Interpersonal skills using tact, patience and courtesy.
Skill in: - Supervising, training, and evaluating personnel.
- Utilizing a computer and related software applications.
- Interpreting and applying applicable rules, regulations, and policies.
- Analyzing and troubleshooting difficult situations accurately and adopting effective courses of action.
- Establishing and maintaining effective working relationships with colleagues, students, and internal and external customers encountered in the course of work.
- Investigating and resolving customer complaints.
- Working with confidentially and discretion, including maintaining the confidentiality of student records.
- Working independently with little direction.
- Providing timely and responsive customer service.
- Preparing and maintaining written reports, manuals, and other documentation.
- Interpreting data and information relevant to assigned area of responsibility.
- Mediating difficult and/or hostile situations.
- Communicating effectively both orally and in writing.
- Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
- Maintaining the proper storage and security of applicable documents.
- Preparing, analyzing, and maintaining a variety of records and reports, ensuring accuracy of information.
- Training employees on the use of applicable software systems, policies, and procedures.
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Working Conditions | Environmental Conditions: Office environment; exposure to computer screens, noise, and electrical energy; extensive contact with faculty, staff, and students.
Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods and to use hands to repetitively finger, handle and feel computers and standard business equipment. Requires occasional travel to District and other locations. |
Terms of Employment | - This is a full-time, 40 hours per week, 12 months per year Confidential and Supervisory Team position.
- This position is specially-funded and its continuation is dependent upon the availability and/or continuation of funds.
- The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120, AP 7125, AP 7126, AP 7127, AP 7330, BP 7330, AP 7336, AP 7337, and BP 7335.
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