Job Description

Job Title: Assistant Director, Financlal Aid & Basic Needs

Req: C2425-005

Location: ECC Campus

Division Financial Aid

Position Type: Classified Administrator

Posting Close Date: 10/21/2024

JOB DESCRIPTION

KEY ROLES/RESPONSIBILITIES

Under the general direction of the Director of Financial Aid and Basic Needs, exercise leadership of the areas assigned providing functional supervision over assigned positions. Implement the Division's, department's, or unit's vision and develop, organize, and implement goals and objectives; plan, develop, organize schedule, direct, improve and evaluate assigned programs, services, and activities; and provide oversight, development, and coordination of all elements of the areas assigned, including all operations and activities of the Basic Needs programs; related service delivery systems; and all personnel involved in the programs. Serve as the department head in the Director's absence.

Foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the assigned unit, department, and Division; lead by example; actively participate in and support College-wide shared governance components and activities and other collaborative processes; encourage professional excellence among assigned staff; and promote, foster, and facilitate an organizational culture of customer service, teamwork, and innovation.

**This position is contingent upon available categorical funding**

REPRESENTATIVE DUTIES

The following duties and responsibilities are typical for this position. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

FUNCTIONAL RESPONSIBILITIES:

1. Assure the provision of a student-centered, customer-service oriented environment for the delivery of all department functions and promote such an environment across campus. Promote and maintain integrity, accuracy, and timeliness in the delivery of financial aid to students.

2. Assist the Director in developing financial aid strategies and plans consistent with enrollment management objectives. Help ensure planning efforts are integrated with those of other campus offices and assist in coordinating activities with other departments, outside agencies, and the public. Help develop collaborative strategies and communications with other offices and academic units to support prospective and enrolled students and maximize return on aid.

3. Oversee a comprehensive financial aid computer system and other related financial aid systems. Manage system modifications needed to support updated and/or new federal or state regulations to ensure efficient delivery of financial aid services. Supervise the data collection, data entry and integrity of MIS reports used to allocate state funds to Basic Needs programs; ensure reports are submitted to state in a timely manner.

4. Provide training to Financial Aid Counselors and other Division or department staff as needed. Develop and implement ongoing training programs for the Financial Aid Office. Serve as an information resource on complex problems relating to policy interpretation, compliance requirements, and/or regulatory explanations pertaining to financial aid issues.

5. Select, train, motivate, and evaluate assigned Financial Aid staff. Indirectly manage staff assigned to department, usually through subordinate supervisors. Develop and implement performance measures to ensure customer focused service orientation. Supervise the outreach recruitment efforts for at-risk individuals within the community to promote El Camino College and the Basic Needs support services.

6. Direct the distribution, review, and evaluation of student financial aid forms and applications. Coordinate departmental activities to ensure proper determination of student eligibility for financial aid programs in a timely manner. Direct and participate in awarding of financial aid to eligible students.

7. Monitor and evaluate the efficiency and effectiveness of financial aid service delivery methods and procedures. Assess and monitor departmental workloads and adjust operations as necessary to meet student needs. Identify opportunities for improvement and review recommendations with Director. Communicate and implement improvements as needed.

8. Supervise the daily workflow within the Financial Aid Office and between the various offices that interact with the Financial Aid Office. Review and evaluate effectiveness and efficiency of integrated efforts and make modifications as appropriate in consultation with the Director.

9. Assist with the preparation, review, and analysis of reports to federal, state, and private agencies. Provide clearly written ad-hoc reports and analyses when requested or as appropriate. Develop and monitor the budget for all programs within the Basic Needs department; manage fiscal resources consistent with College policy and sound financial management principles.

10. Represent the Financial Aid Director & Basic Needs at meetings and events as needed. Manage the Financial Aid Office in the absence of the Director. Maintain Basic Needs advisory committee with appropriate membership from community agencies, businesses, high schools, and colleges. Conduct biannual meetings to inform and guide the policy development of the Basic Needs services with partner agencies.

11. Assist in the development and implementation of office policies, procedures, and a comprehensive annual quality assurance101 program for the Financial Aid Office.

12. Maintain professional currency through active participation and leadership in associations, committees, workshops, and trainings both internal and external to the College. Coordinate program planning activities with the state, Los Angeles County and other agencies and serve as the Basic Needs liaison with local businesses, community groups and agencies.

13. Establish and maintain an effective network of professional contacts. Collaborate with other colleges and universities to share information or resources, as appropriate. Develop and manage partnerships with Financial Aid or Basic Needs vendors and consultants.

14. Monitor changes in laws, regulations, and technology that may affect College or departmental operations; review College policies and procedures to ensure compliance; and implement policy and procedural changes as required. Lead the review and formal approval process for policy and procedural updates to meet or exceed industry standards, compliance requirements, and end-user expectations. Oversee and participate in reviewing, processing, and training staff on State and Federal rules and regulations related to Financial Aid and Basic Needs resources, as assigned.

ORGANIZATION MANAGEMENT

1. Maintain up-to-date knowledge of the regulations, policies, requirements, and eligibility criteria for assigned programs and ensure compliance with the College's policies, procedures, and practices.

2. Strengthen processes, programs, and services through the effective and efficient use of assessment, program review, planning, and resource allocation. Implement priorities in conjunction with the College's comprehensive planning and budgeting guidelines. Implement an organizational structure that maximizes utilization of resources and ensures effective and efficient delivery of services.

3. Train, supervise, motivate, and evaluate the performance of assigned managerial, professional, operational, technical, and support personnel; recommend transfers, reassignment, termination, and disciplinary actions as needed; delegate and review assignments; evaluate work products and results, implement appropriate procedures to accommodate need for information and assistance; establish and monitor timelines and prioritize work. Monitor employee performance on a regular basis and provide coaching for performance improvement and/or development as needed. Anticipate, prevent, and resolve conflicts under areas of supervision.

4. Implement plans for efficient and appropriate use and security of assigned facilities; ensure compliance with health and safety regulations.

5. Work with Information Technology personnel on a continual basis to enhance and improve relevant computer systems. Learn and apply emerging technologies to perform duties and provide services in an efficient, organized, and timely manner. Work to modernize infrastructure and technological resources to facilitate a positive learning and working environment and promote student success.

6. Perform other duties as assigned.

JOB QUALIFICATIONS

MINIMUM QUALIFICATIONS

Education: Bachelor's degree in business administration, social science, education administration, finance, or a related field.

Experience: Two (2) years of full-time experience in a supervisory or management position.

LICENSES AND OTHER REQUIREMENTS

Valid California driver's license.

(Note that for travel reimbursements, a valid California driver's license and successful completion of the District's Defensive Driver Training program is required.)

DESIRED QUALIFICATIONS

Desirable Education: Minimum of six units of college level course work predominately relating to ethnic minorities or persons handicapped by educational, language or social disadvantages. Bilingual in English and Spanish.

Desirable Experience: Three (3) years of full-time experience in management or administration of educational programs, community organizations, government programs, or private industry dealing predominately with ethnic minorities or persons handicapped by language, social or economic disadvantages.

Knowledge/Areas of Expertise:

* Thorough knowledge of the Student Financial Aid environment in higher education, including Title IV, grants, and loan programs.

* Extensive knowledge of the principles and practices of Financial Aid data processing systems and software to provide effective and efficient analysis, awarding, and disbursement of student financial aid.

* Broad knowledge of effective accounting procedures and budget management techniques.

Abilities/Skills:
* Effectively identify operational issues and opportunities within areas assigned and make sound recommendations to improve outcomes within areas of responsibility.
* Work independently on complex financial aid issues and processes. Plan and implement innovative, effective, efficient, and productive financial aid systems infrastructure.
* Develop and maintain operational procedures, records, and documents for areas assigned.
* Effectively utilize computer technology for communication, data gathering, and reporting.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully.

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Standard office setting. Duties are performed primarily in an office environment while sitting at a desk or computer workstation. Incumbents are subject to extensive contact with students, faculty, and staff with frequent interruptions, noise, and demanding timelines. At least minimal environmental controls to assure health and comfort. May involve working non-standard, evening, and weekend hours.

Physical Demands

Incumbents regularly sit or stand for long periods, travel short distances on campus on a regular basis, travel to various locations to attend meetings and conduct work, use hands, wrists, and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 25 pounds.

CONDITIONS OF EMPLOYMENT

This is a full-time, twelve-month management position. The standard work week is 40 hours of scheduled duty per week of not more than five consecutive workdays. During the winter recess, all management positions are required to charge three (3) days of accrued vacation between the Christmas and New Year holidays.

Offer and acceptance of employment is subject to verification of all information provided on the employment application, credential(s), and transcripts. Candidates selected for employment must agree to be fingerprinted, submit Certificate of Completion of the Tuberculosis Risk Assessment and/or Examination, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.

CLOSING DATE: MONDAY, OCTOBER 21, 2024 AT 3:00 P.M

Starting salary is $11,322.25 per month.

Generally, new employees start at the first step on the salary schedule. Advanced salary placement may be considered on a case-by-case basis. Salary increases are granted on the first day of the month following each year of service, until Step F is reached ($13,126.42 per month).

Employees contribute 8% of their earnings toward the Public Employees Retirement System (PERS).

ADA ACCOMMODATIONS

Applicants with disabilities requiring special accommodations must contact the ADA Compliance Officer at least five (5) working days prior to the final filing date: ADA Job Applicant Accommodation Request (maxient.com)

BENEFIT HIGHLIGHTS

Health, Life, Dental and Vision Insurance

The College provides a diversified insured benefit program for all full-time employees, including medical, dental, vision and life insurance. Dependent medical, dental, and vision insurance is available, toward which both the College and the employee contribute.

Sick Leave and Disability

Paid sick leave is granted equal to one day for each month of service. Sick leave days may be accumulated indefinitely.

Retirement

Full-time employees contribute a percentage of their regular salary the Public Employees Retirement System (PERS) and Social Security. Previous employment performed in a different public retirement system may allow eligibility to continue in the same retirement system.

Summer Work Hours

During the summer, employees work eight 32-hour work weeks with full pay.

TO APPLY

An applicant must submit the following by the closing date:

1. 1. Online application: http://www.elcamino.edu/jobs

   2. Cover letter describing how applicant meets the qualifications.

   3. Resume including educational background, professional experience, and related personal development and accomplishments.

   4. Pertinent transcripts as stated in the required qualifications. (Unofficial computer-generated academic records/transcripts must include the name of the institution and degrees awarded to be acceptable.) Multiple page transcripts must be loaded as ONE PDF document.

Foreign Transcripts: Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript evaluation services, please visit: http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.

IMPORTANT NOTE: Documents submitted or uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.

If you need assistance you may call 310-660-3593 Ext. 3807 between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday or by email at hr@elcamino.edu.

Due to the large volume of calls received on closing dates, we highly recommend that you do not wait until the last day to apply so that we may assist you with questions or technical matters that may arise. Give yourself sufficient time to complete the profile, which may take 45 minutes or more. Positions close promptly at 3:00 p.m. PST (pacific standard time).

Jeanne Clery Act Compliant

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, El Camino College has published an Annual Security Report and all required statistical data. These publications include Clery crime statistics for the previous three years relevant to El Camino College classes and activities, in addition to institutional policies concerning campus safety and security. The information is also available in printed form in the lobby of the Police Department and in select locations on campus. Upon request, the Campus Police Department can provide or mail out copies of this publication. Contact them at 310-660-3100.

El Camino College is an Equal Opportunity Employer

The El Camino Community College District is committed to providing an educational and employment environment in which no person is subjected to discrimination on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or retaliation; or on any other basis as required by state and federal law.

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