Assistant Director Of Financial Aid

FIRST DATE OF REVIEW IS SCHEDULED FOR OCTOBER 2 2025

FAIR LABOR STANDARDS ACT (FLSA) POSITION STATUS: EXEMPT

EMPLOYEE BENEFITS- Comprehensive benefit package which includes:

• District paid medical dental and vision insurance for the employee and dependents.
• District paid $100000 life insurance policy for the employee.
• Classified Administrators participation in CalPERS Retirement System.
• 20 paid holidays; 22 vacation days

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add modify change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assist with all Audits and the Fiscal Operations Report and Application to Participate (FISAP)
• Assists with regulatory compliance for both the Office of Financial Aid and the Institution related to eligibility for federal state and institutional financial aid.
• Assist with the assessment and support the expansion of Colleague SaaS to increase usage efficiencies and enhance communications.
• Compile analyze and report on data to various audiences for various reasons
• Remain competent and current on systems and financial aid through self-directed professional reading developing professional contracts with colleagues and/or attending professional development courses/conferences/webinars (as budget allows)
• Monitor interpret and assist with implementation of new and updated regulations
• Assist with New Year system setup each year
• Oversees the process of Debt Letter notifications to students each semester
• Regularly review Consumer Information regulations and ensure appropriate updates are made
• Schedule and organize financial aid outreach events with campus and community partners
• Represent Victor Valley College and the Office of Financial Aid by presenting financial aid information to various audiences on and off-campus.
• Each semester assist with completion of the Satisfactory Academic Progress review of student records including checking records for compliance sending notifications to students as needed and updating records as appropriate
• Complete processing for withdrawn students including performing Return of Title IV Funds calculations and sending out appropriate notifications
• Assist with Unit Discrepancy and Return of Title IV processing as needed
• Develop training and education resources for students regarding the financial aid process
• Coordinate with other departments across campus for interpretation and implementation of procedures and policies related to financial aid compliance
• Provide oversight and support for communications forms and documents
• Act as Secondary System Administrator for the Financial Aid Management System Colleague SaaS
• Test each Colleague SaaS release consult with the Director of Financial Aid as needed for required decisions and communicate updated/new features to staff as appropriate
• Create edit and run reports in SaaS for various audiences and reasons
• Secondary Destination Point Administrator for Federal Systems
• Advises students as needed regarding policies and regulations related to federal state and institutional financial aid including students considering withdrawal changing major or adding/dropping classes by discussing financial circumstances causing review/revision of award
• Analyze financial aid applications as needed; determine eligibility and award various types of financial aid in accordance with changing federal state and institutional regulations and policies including exercising professional judgment to select cases for further review and resolving conflicting information
• Assists with Quality Control audit of files during the academic year to ensure compliance
• Provide backup as needed for office functions related to day-to-day office functions awarding and financial counseling
• Represent the Office of Financial Aid on various campus committees
• Lead and supervise staff including absence reports and leave request
• Assist with training staff related to updated/new federal state and institutional policies and procedures along with areas of responsibility as needed
• Serve as a backup to the Director as needed for resolving students matters professional judgment decisions staffing and committee representation
• Perform other duties as assigned

Education and Experience:
Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:

• Equivalent to a bachelors degree in Business Administration Education Administration Finance or a related field from an accredited college or university.

• Two (2) years of supervisory/management experience. Two (2) years of working with financial aid programs.

• Masters Degree from a regionally accredited institution
• Experience with Ellucian Colleague or other Financial Aid Management System
• Experience with Next Gen Web Solutions
• Four years experience leading and supervising staff
• Experience with administering at least one Federal Student Aid Program or State Program (i.e. Cal Grant Federal Work-Study Veterans etc.)

• Possession of a valid California Drivers License to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift carry push and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Knowledge of:

• Organizational and management practices as applied to the analysis evaluation development and implementation of programs policies and procedures.
• Administrative principles and methods including goal setting planning and program development and implementation.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Research and reporting methods techniques and procedures.
• Statistical analyses and various methods of presentation of data and recommendations.
• Principles and practices of business and public administration as applied to the assigned division or program.
• Project and/or program management including but not limited to human resources finance budgeting policy development and other related programs areas.
• Applicable federal state and local laws regulatory codes ordinances and procedures relevant to assigned area of responsibility.
• Research methods and techniques.
• Methods and techniques of preparing comprehensive reports and business documents.
• Budgetary principles and practices.
• Mathematical and statistical principles.
• Sources of information related to a broad range of District programs services and administration.
• Recent and on-going developments current literature and sources of information related to the operations of the department division or program.
• Recordkeeping principles and procedures.
• District and mandated safety rules regulations and protocols.
• Techniques of providing a high level of customer service by effectively interacting with students staff faculty representatives of outside organizations and members of the public including individuals of diverse academic socio-economic ethnic religious and cultural backgrounds physical ability and sexual orientation.
• The structure and content of the English language including the meaning and spelling of words rules of composition and grammar
• Modern equipment and communication tools used for business functions and program project and task coordination including computers and software programs relevant to work performed.

• Develop and implement goals objectives practices policies procedures and work standards.
• Provide administrative management and professional leadership for assigned programs.
• Prepare and administer budgets; allocate limited resources in a cost-effective manner.
• Research apply for and manage grant funding/reporting.
• Effectively administer a variety of grant program(s) projects events and administrative activities.
• Select and supervise staff provide training and development opportunities ensure work is performed effectively and evaluate performance in an objective and positive manner.
• Research analyze and evaluate new service delivery methods procedures and techniques.
• Work with community groups to provide services to students.
• Prepare clear and concise reports correspondence policies procedures and other written materials.
• Conduct complex research projects evaluate alternatives and make sound recommendations.
• Prepare administrative and technical reports and business correspondence.
• Understand interpret and apply all pertinent laws codes regulations policies and procedures and standards relevant to work performed.
• Effectively represent the department and the District in meetings with governmental agencies; community groups; various business professional and regulatory organizations; and in meetings with individuals.
• Independently organize work set priorities meet critical deadlines and follow-up on assignments.
• Use tact initiative prudence and independent judgment within general policy procedural and legal guidelines.
• Effectively use computer systems software applications and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely both orally and in writing using appropriate English grammar and syntax. (one on one group and/or presentations)
• Demonstrate sensitivity to and understanding of the diverse academic socio-economic ethnic religious and cultural backgrounds of community college students.
• Establish maintain and foster positive and effective working relationships with those contacted in the course of work.

APPLICATION PROCEDURES:
To be considered a candidate for this position all materials required should be received in the Victor Valley College Office of Human Resources by the First Review Date. Application materials may be accepted after this date however if a file is not complete by the First Review Date the application may not be considered by the Screening Committee. It is the applicants responsibility to ensure that all requested materials are received. All material included in the application packet become District property will not be returned and will not be copied.

All information qualifying an applicant for the position must be included on the Victor Valley College application.If it is unclear whether an applicant meets the minimum qualifications for the position from the application that applicant will be disqualified.

Candidates wishing to apply for more than one position must apply for each position separately.

Applicants may be notified by email during any phase of this recruitment regarding status. This recruitment may be used to fill future vacancies.

To request a reasonable accommodation due to a disability to assist with completing an application please contact the Human Resources Department before the listed closing date at extension 2500 or by email at