Executive Director, University Financial Aid Services

Position Type: Regular

Hiring Range: $125,000 - $159,800 / annual; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency: Annual

Position Purpose

The Executive Director of Financial Aid reports to the AVP of Enrollment Management and oversees the department's daily operations to ensure high-quality customer service and adherence to regulatory standards. This senior leadership position includes managing staff, coordinating system updates, overseeing financial aid processing, ensuring compliance with federal/state regulations, managing audits, and providing leadership in policy interpretation and communication. Additionally, the Executive Director collaborates with the AVP of Enrollment on financial aid budget oversight and technological advancements, while maintaining university financial aid policies and participating in various leadership roles within the campus community. This position is to ensure all federal/state/institutional grant and loan programs are in compliance with federal/state regulations and audit compliance with the University's Federal Compliance Single Audit A-133. The successful candidate will have demonstrated knowledge of the most recent trends and challenges in the current financial aid industry as well as innovative thoughts and creative approaches to rightly positioning Santa Clara University in an increasingly competitive and price-sensitive environment.

Essential Duties and Responsibilities

1. Administrative/Operational Oversight & Compliance

• Administer, control, and coordinate federal, state, and institutional financial aid programs.
• Develop, implement, and revise policies and procedures to ensure compliance with federal, state, agency, and university rules and regulations.
• Maintain and update office policy, procedures, and standards.
• Create and review reports for compliance and financial aid program assessment.
• Ensure smooth operation of the Financial Aid Office with appropriate attention to staff wellbeing.
• Ensure operational excellence and data integrity needed for high quality execution of technology supported financial aid.
• Oversee system integrations with the federal and state financial aid processing systems.

2. Strategic Collaboration and Planning

• Partner with EM leadership and various offices in strategic and operational planning to achieve institutional and enrollment goals.
• Advise the AVP for Enrollment Management and VP of trends and development in Financial Aid.
• Perform policy and data analysis, decision support, and predictive modeling related to financial aid, and enrollment management.
• Develop and maintain effective fiscal controls and proper record-keeping.
• Plan and execute strategic financial aid and enrollment projects as required by the AVP and VP for Enrollment Management.
• Serve as a FAO's official liaison to other university departments, including Admission, Bursar's Office, the Registrar, and Human Resources, in support of projects and the direction of the AVP and/or Sr. Director of EM Technology, Systems, and Data.
• Partner with the Director of Enrollment Marketing and Strategy and the Sr. Director, Information Systems & Data in developing strategic and tactical direction for processing and delivering enrollment management information.
• Represent the VP and AVP for Enrollment Management as needed. Other duties as assigned in support of the distinctive Jesuit, Catholic mission of the University. Participate in leadership campus committees for University initiatives.

3. Financial Aid Program Management and Outreach

• Oversee and process financial aid awards, utilizing federal needs analysis calculations and resolving complex funding issues.
• Oversee phases of the Direct Loan Program, including origination, reconciliation, and adjustments.
• Oversee the coordination of campus student employment (work-study).
• Manage and troubleshoot phases of the Federal Loan Program, including origination, disbursement, and reconciliation.
• Collaborate across campus to increase financial literacy and help maintain students' financial aid eligibility through education of programs.
• Visit high schools and participate in outreach programs to inform prospective students and families about financial aid. This may include programs on and off campus.

4. Supervision and Training

• Supervise professional and clerical staff, determining work priorities, delegating tasks, and evaluating staff work efforts.
• Monitor financial aid satisfactory academic progress and program pursuit processes and eligibility adherence.
• Develop training and collaborate with staff to enhance their comprehension of financial aid programs and associated rules and regulations.
• Provide leadership and mentorship to developing direct reports.
• Ensure proper training documentation is in place and updated as protocols, policies, and procedures evolve.

5. Student Support and Communication

• Manage student satisfaction through quality customer service in financial aid administration.
• Counsel students and parents on financial eligibility, using professional judgment.
• Conduct financial aid presentations and communicate with local high schools and various organizations and venues, locally and nationally.
• Create and maintain effective communication plans with key college offices and external agencies.
• Collaborate and manage effective communication deployment including social media, website, emails, and print material.

Provides Work Direction

Financial aid staff, lead of loans, lead of packaging, lead of operations.

Receives Work Direction From

AVP of Enrollment Management. Dotted line to Sr. Director of EM Systems, Technology, and Data.

General Guidelines

• Establishes and improves delivery of financial aid programs (federal, state, university, and private), policies, procedures, practices, office services, and workflows.
• Provides and models outstanding customer service to internal and external constituents and stakeholders in all aspects of financial aid.
• Develops and recommends initiatives and implements changes to improve quality and services.
• Identifies and determines the cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow.
• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy, and timeliness of all operational functions.
• Prepares and submits reports as requested and required.
• Develops and implements guidelines to support the functions of the unit.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires proven ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment. Employees cannot be in default of Title IV loans.

1. Knowledge

• Knowledge of financial aid policies, procedures, eligibility requirements, and applicable federal and state regulations and/or experience working in a highly regulated industry.
• PC proficiency required, including experience with database management, software administration, usage, and training. Knowledge of Microsoft Office, spreadsheets, and Google mail applications preferred.
• Knowledge of institutional methodology and use of the CSS PowerFaids Financial Aid module.
• Knowledge and experience with automated systems (CSS PowerFaids preferred) and data processing.
• Knowledge of and experience with Tableau software and Slate CRM.
• Knowledge of data management and optimization principles.
• Knowledge and experience implementing and/or stabilizing new software systems related to financial aid. Experience with Workday and PowerFaids preferred.
• Knowledge of regulatory compliance principles and practices.
• Knowledge of administrative procedures and practices.

2. Skills

• Exceptional organizational skills, strong interpersonal skills, attention to detail, and the ability to work independently and effectively with changing priorities in a high-stress, fast-paced environment is required.
• Must have excellent and effective communication skills and the ability to resolve a wide range of issues from inquiring students, parents, and other staff. Spanish-speaking skills are preferred.
• Strong computer skills required along with the ability to work directly with functional users in training settings.
• Perform and assign data clean-up and other operational tasks as necessary for efficient and accurate data flow.
• Skill in people leadership and supervision.
• Skill in independent decision making.