Description

Payroll Title: FINANCIAL AID MGR 1, Associate Director, Policy, Compliance & Student Services

Job Code: 0307

Job Open Date: 9/22/23

Application Review Begins: 10/9/23; Open until filled

Department Code (Name): FINC (Office of Financial Aid & Scholarships - Operation)

Percentage of Time:  100%

Union Code (Name):  99 - Non-Represented (PPSM)

Employee Class (Appointment Type):  2 - Staff: Career

FLSA Status:  Exempt

Classified Indicator Description (Personnel Program):  MSP

Salary Grade: Grade 24

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $91,300 - $107,000/yr.

Full Salary Range: The full salary range for this position is $91,300 - $170,700/yr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: 2101 Student Affairs and Administrative Services Building 

Working Days and Hours: Monday-Friday, 8am-5pm

Benefits Eligibility:  Full Benefits

Department Marketing Statement

The Office of Financial Aid and Scholarships plays an integral role in assisting UCSB students achieve their higher educational goals. Our office oversees and disburses approximately $400 million in student aid to over 16,000 students annually at UCSB. We work closely together in a fast-paced, detail-oriented environment, dedicated to supporting the mission of our Office and the University.

OFAS Mission Statement:

The University of California, Santa Barbara Office of Financial Aid and Scholarships provides students with the financial resources and related services necessary to achieve their educational goals. We are committed to providing accurate, user-friendly, responsive, and respectful service to students and their families. We administer federal, state, and university aid and scholarship programs in accordance with applicable policies and regulations while striving to be an innovative and service-minded department.  

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards.  Learn more about the benefits of working at UC

Brief Summary of Job Duties

Serves as a member of the Office of Financial Aid and Scholarships (OFAS) management group. Manages the Financial Crisis Response Team, Compliance and Training Unit, and Customer Service Unit. Manages the coordination and implementation of Basic Needs initiatives for the department. Manages all compliance and quality assurance efforts and serves as the point of contact for audits and auditors. Participates in student aid program development, implementation, monitoring, assessment, and review. Ensures that campus policies and procedures on financial aid meet federal regulatory requirements and institutional audit requirements. Develops performance measures and internal systems of business management for student aid programs. Engages in strategic planning that includes identifying innovative approaches to problem solving, developing departmental goals, planning resource allocations, and optimizing resources and efficiency. Provides project support and coordination for information systems implementation for the Office of Financial Aid and Scholarships in coordination with other key campus departments. Identifies and promotes professional development opportunities for employees in the supervised units. Represents OFAS and the Director on administrative committees and at various meetings on and off campus. This position requires participation in internal and external audits, analysis and oversight of all regulatory and ad hoc statistical reports, and the ability to interpret regulatory and institutional requirements.

Job Functions/Percentage of Time/Duties

Compliance and Student Services Management - 35%

Compliance - Supervises and provides support and guidance to Quality Assurance Manager. Evaluates university procedures for compliance with federal and state regulatory requirements, adequate internal controls, audit compliance, and efficiency of operations. Provides guidance to other professional staff in the proper administration of student aid programs. Participates in student aid program development, implementation, monitoring, assessment, and review. Designs and establishes processes to test the integrity of data. Uses quality assurance tools such as FSA Assessments and the ISIR Analysis tool to ensure data integrity.  Ensures that campus policies and procedures on financial aid meet federal regulatory requirements and institutional audit requirements. Develops performance measures and internal systems of business management for student aid programs. Researches regulatory developments.

Customer Service - Supervises Assistant Director of Customer Service Unit. Establishes policies and procedures for functional area, Qless utilization, front counter service and all electronic correspondences. Provides recommendations to the Director regarding office hours of operation, scheduling, and resource allocation. Monitors customer service satisfaction surveys and adjusts departmental policies to ensure appropriate levels of service. Helps coordinate and align services with other enrollment services departments and campus partners.

Basic Needs - Supervises and provides support to the Basic Needs Coordinator and the Financial Crisis Response Team. Under guidance from the Director, is responsible for the oversight, implementation and expansion of basic needs initiatives for campus. Develops proposals for funding, conducts resource allocations, stewards appropriated funds and helps generate Basic Needs reports for the campus and UCOP. 

Policies and Procedures - 25% 

Independently monitors, interprets and analyzes student financial aid policy and regulatory requirements; provides guidance to Management Team; develops, coordinates and executes resulting implementation plans and UCSB policy changes as needed. Monitors policy, regulatory and statutory initiatives at the university, state and federal levels, evaluating and notifying the Director, Management Team and campus stakeholders of relevant implications. Develops or revises institutional policies and procedures to comply with federal or state statutes and regulations in the administration of Title IV programs as well as state and university programs. Serves as financial aid policy and compliance expert for the campus.

Reviews and assesses current internal procedures and processes and revises as necessary. Conducts internal reviews and audits of business rules, internal controls, operational processes and systems to ensure compliance with federal, state and university regulations and statutes. In conjunction with Associate Directors, assists with audits and program reviews to ensure timely delivery of required materials. Reviews and analyzes audit findings and advises the Director and Management Team of changes required to address deficiencies or problem areas.

Project Management - 20% 

Responsible for the oversight, implementation and evaluation of projects within the Office of Financial Aid and Scholarships. Duties include the proposal of new initiatives and services as well as the development of the conceptual framework for the implementation of said projects. Analyzes the impact new projects and initiatives pose to existing operational procedures and policies and provides direction and coordination of such projects. Responsible for assessment of new programs, which includes providing recommended enhancements and efficiencies.

Organizational Development and Training - 10% 

Provides leadership and direction to the Management Team in the development and implementation of training materials, programs and curricula for comprehensive training for all functional areas in the department.

Co-develops the annual training plan for staff. Areas to provide training include financial aid specific topic, systems, resources and professional development of the staff. Orchestrates collaborative review of policies and procedures across functional areas within the office.

Along with the Director, assesses organization-wide development and training needs, identifies goals and direction for staff professional development and develops comprehensive plans to meet those goals. To ensure broad campus compliance, instructs and trains campus partners and stakeholders on relevant financial aid policies, procedures, regulations and statutes.

Communications and Publications - 10% 

Responsible for developing content, formatting and production of all written and electronic communications, correspondences and publications for the Office of Financial Aid and Scholarships. This includes the content design and functionality of interactive electronic services and products, such as Emma and the financial aid chatbot.  Responsible for generation of statistical reports to assist and educate campus colleagues and stakeholders on the delivery and scope of financial aid. Responsible for developing all content for the office's website. Develops and implements office publications plan for a coordinated, comprehensive message to all financial aid audiences, from early outreach to alumni.  Works closely with Management Team, colleagues in Enrollment Services and Student Affairs to assess publication needs and develop and implement strategies to meet those needs.

Requirements

Required Qualifications

• Bachelor's Degree in related area and/or equivalent experience/training.
• 1-3 years of work experience in Financial Aid or a related field.
• Strong knowledge of policies, regulations, and practices for awarding financial aid, including needs analysis and packaging.
• Thorough problem identification, critical thinking, and problem solving skills; judgement and decision-making ability.

Preferred Qualifications

• 4-6 years of work experience in Financial Aid or a related field.
• Thorough knowledge of University policies, processes, and procedures, including those related to supervising employees.

Special Conditions of Employment

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Directions to Apply 

1. Select the link below to access our careers site.  
2. Sign In to access your account or if you are not an existing user select the New User link to create one.  
3. Review the job description and select the Apply button to begin your application.

https://careerspub.universityofcalifornia.edu/psp/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&SiteId=31&FOCUS=Applicant&JobOpeningId=59486&PostingSeq=1

If you are a current employee of our organization please use the following link instead:
https://ucpath.universityofcalifornia.edu/peoplesoft-native/EMPLOYEE/HRMS/c/HRS_HRAM_EMP.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Employee&SiteId=32&JobOpeningId=59486&PostingSeq=1

Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy.  All Covered Individuals* under the policy must provide proof of Full Vaccination or submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline.  For new University of California employees, the applicable deadline is eight weeks after their first date of employment. 

For more information, please visit:

• UC Santa Barbara COVID-19 Information: https://www.ucsb.edu/COVID-19-information
• UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

* Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. 

Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.