Position Title:
Assistant Director of Financial Aid

Institution:
Central Oregon Community College

Job Post Website Address:

https://jobs.cocc.edu/postings/8038

Salary Range:
$61,500 - $67,000

Deadline or Close Date:
02/19/2023

Job Location - City, State:
Bend, Oregon

Position Description:

PRIMARY PURPOSE:

Provide overall administrative support to the Director in managing the Student Financial Aid/Veterans function and departmental management in the absence of the Director. Under the general direction of the Director, assign staff in all aspects of aid application review and awarding, student correspondence, public presentations related to financial aid, oversight of all scholarship activities and staff training.ESSENTIAL

DUTIES AND RESPONSIBILITIES:

Department Operations

  1. Audit the review of student aid applications, requesting of documents, verification of application data, need analysis calculations, awarding, revision and disbursement to ensure accurate disbursement of financial aid. Recommend changes to all processes and notify students of changes that affect their student account.
  2. Review petitions for professional judgment decisions taking the appropriate action in accordance with the federal regulations and notify the student of the decision.
  3. Oversee and manage Pell disbursement and reporting system within federal regulations.
  4. Supervise and assist with Title IV Returns/Post Withdrawal disbursement processes, including monitoring incomplete grades and module Title IV Returns, and ensure their timely and accurate completion in compliance with federal regulations.
  5. Oversee all scholarship activities for Institutional and Foundation, and private scholarships; maintain effective working relationships with scholarship organizations, programs and donors including, but not limited to, the Executive Director of the COCC Foundation. Reconcile the general ledger to the Foundation Budget quarterly and annually, and invoice the Foundation accordingly.
  6. Identify work process improvements and implement changes.
  7. Develop and deliver detailed Financial Aid related training to Financial Aid and Enrollment Associate staff, and as appropriate, to other areas within the institution.
  8. Act as a primary resource for the Financial Aid and Enrollment Associate staff in counseling college staff, faculty, students, parents, and donors regarding general financial aid policies and procedures, financial aid programs, processes, and opportunities.
  9. Assist Director in preparation of a departmental and organizational production calendar and meeting resulting deadlines.
  10. Present public presentations regarding financial aid opportunities, programs, and processes.
  11. Participate in appropriate committees, teams, and task forces with the approval of the Director.

Leadership & Supervision

  1. Under the general supervision of the Director sets goals, monitors activities, and evaluates performance.
  2. Coordinates the Financial Aid staff members in the fulfillment of department duties; assigns tasks and monitors results.
  3. Manage the development and process for delivery of aid to students in consortium agreement. Involve appropriate parties from the Institution, the U. S. Department of Education, the State of Oregon, and other organizations as required to assist in defining institutional policy.
  4. Participate in Satisfactory Academic Progress decisions with the Director, to ensure compliance and consistency.
  5. Assist the director in the development of institutional financial aid policies to ensure compliance with all applicable laws and regulations.
  6. Perform departmental management function in the absence of the Director.
  7. Perform other essential duties as they pertain to the overall objective of the position, as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

  1. Strong interpersonal communication skills. Must be able to communicate effectively in individual and group settings, both orally and in writing, using the English language with or without the use of an interpreter.
  2. Comprehensive knowledge of federal financial aid regulations and the ability to apply to a community college financial aid setting.
  3. Ability to work well in teams and train and deliver high-quality customer service.
  4. Ability to understand and use desktop software to create work applications and reports; preferably Microsoft Office products.
  5. Skill with word processing, spreadsheet and database applications.
  6. Ability to identify workflow problems, analyze results, and create resolutions using appropriate resources.
  7. Ability and desire to gain a broad prospective of Student Financial Aid/Veterans’ role within the institution.
  8. Ability to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
  9. Ability to competently advise and/or serve students from a variety of backgrounds, respecting cultural and socio-economic differences.
  10. Ability to provide a positive, team-based approach to leadership and problem solving.
  11. Ability to work with diverse populations.
  12. Ability to work autonomously as well as with a team.
  13. Ability to handle stressful or potentially volatile situations with tact, diplomacy and good judgment.
  14. Have demonstrated organizational, management, analytical, event planning and problem-solving skills.

ERGONOMIC REQUIREMENTS:

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities. Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

QUALIFICATIONS:

Minimum Requirements:

  1. Bachelor's degree in Business, Mathematics, Communications or related field.
  2. Three (3) years’ experience higher education Financial Aid, Enrollment Services or Business Operations.
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications:

  1. Master’s degree in Business, Mathematics, Communications or related field.
  2. Experience in higher education setting, community college or university.
  3. Experience with Ellucian Banner software

EQUAL OPPORTUNITY (EEO) STATEMENT:

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.