Assistant Director of Financial Aid & Special Programs

Website San Francisco Community College District

Assistant Director of Financial Aid & Special Programs

Under the direction of the Dean of Financial Aid & Special Programs, the Assistant Director of Financial Aid & Special Programs is responsible for the daily operations of the Financial Aid Office including Educational Centers. Furthermore, the Financial Aid Administrator is responsible for regulatory compliance of all student financial aid programs, which may include ensuring compliance with federal and state audits. In addition, the incumbent is responsible for carrying out, interpreting, and enforcing existing policies and procedures and coordinate the technology of the office including all aspects of automated accounting, and proper financial aid procedures/practices. The incumbent will be responsible for supervising, training, evaluating, and providing leadership to financial aid personnel.

Job Duties

1. Assists the Dean in planning and implementing policies and procedures that govern the day-to-day operations of the Financial Aid Office and Educational Centers. Assists with updates to Financial Aid policies and procedures for all federal, state, and institutional programs.

2. Assists the Dean with interpretation and implementation of State and Federal regulations, Financial Aid/Business Office and College policies and procedures as they apply to student financial aid.

3. Acts as a liaison to the various college departments and outside agencies involving the Financial Aid Office, e.g. Business Office, ITS, U.S. Department of Education, The California Student Aid Commission, etc. Such liaison will assure the accuracy of financial aid awards and records, the proper scheduling of disbursements, the preparation of a financial aid procedures manual in accordance with Federal and State guidelines, etc. The Assistant Director of Financial Aid & Special Programs is expected to facilitate/resolve student issues which many arise in any of the functions/areas of the office.

4. Has thorough knowledge of applicable laws and regulations regarding, but not limited to: Title IV and Title 5 administration of student financial aid programs.

5. Supervises, trains, evaluates, and provides work direction and guidance to assigned staff.

6. Supervises the Scholarship Office and Student Employment Office.

7. Presents and participates in training provided for offices and programs that regularly interact with Financial Aid, Scholarships Office and Student Employment Office. Provides training and technical support, as well as prepare training material, and procedure manuals.

8. Performs responsible office work involving the exercise of considerable independent judgment decision making. Plans, organizes, leads, and/or participates in complex, sensitive, and detailed work in the Financial Aid Office. Assists the Dean with strategic planning, business planning, and other initiatives related to the operations.

9. Assists in compliance standards for federal and state financial aid programs; ensures conformance to federal, state, and District policies, procedures and regulations.

10. Assists in the preparation and submission of statistical and electronic data related to financial aid such as but not limited to: IPEDS, State MIS, FISAP, reconciliations, NSLDS, Office of Inspector General Office, etc.

11. Coordinates the development of published consumer information.

12. Assists with outreach activities and dissemination of financial aid information to the campus community as appropriate; coordinates financial aid orientations and workshops to constituents.

13. Participates in budget preparation and administration of student financial aid programs, prepares cost estimates for budget recommendation, submits justifications for expenditures, and monitors and controls expenditures. Monitors the expenditures of the Federal Work Study Program, Federal Supplemental opportunity Grant, and Cal Grants and provides detailed expenditure reports to the Dean. Informs Dean of possible consequences when approaching the maximum fund limits.

14. Advises students in matters related to financial aid, scholarships and grants, including explanation of application procedures, regulations and policies. Recommends solutions to efficiently resolve problems that may occur during the working day as it pertains to Financial Aid operations.

15. Assists the Dean in preparing and facilitating the annual Financial Aid audit.

16. Coordinates the financial aid application and award process with other departments and employees to help further student retention and success.

17. Represents the college at professional and community organizations; participates on related professional conferences and in-service activities; participates in college activities and committee.

18. Responsible for the preparation and submittal of the annual area program review.

19. Analyzes situations accurately and adopts an effective course of action. Utilizes strong organizational skills and has the ability to meet schedules and timelines.

20. Actively participates in implementing new technology, updates procedures/training manual and evaluates outcomes.

21. Assumes duties of the Dean during his/her absence.

22. Other duties as assigned.

Minimum Qualifications

1. Demonstrated knowledge, skills, and abilities to work with community college students with diverse academic, socioeconomic, cultural, sexual orientations, disabilities, and ethnic backgrounds (Required).

2. Earned Bachelor’s Degree or higher from an accredited institution of higher education AND one year of formal training, internship, or leadership experience reasonably related to the administrator’s administrative assignment.

[If you would like to claim equivalency, the Administrative Equivalency Application Form is available on the left side margin. This form will be considered as part of the application materials and must be submitted on or before the filing deadline as indicated on this job posting.]

Desirable Qualifications

1. Master’s degree in business administration, finance, marketing, law, or related field.

2. Two (2) or more years of increasingly responsible administrative experience in a community college setting.

3. Two (2) or more years of experience with responsible supervisory/administrative experience in a community college student Financial Aid, Scholarships Office.

4. Knowledge of Student Financial Aid policies and regulations in a higher education setting.

5. Two (2) or more years of experience utilizing Banner Software or similar computer software or comparable systems.

6. Experience in using Word, Excel, and PowerPoint.

7. Effective conflict resolution and interpersonal skills.


Compensation: Total compensation includes a health insurance plan.

New employees hired on or after January 1, 2014, will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund (RHCTF).

Retirement System: San Francisco Employees’ Retirement System (SFERS)

Application Procedure

To apply for this posting, start by completing an online Application for Administrative Position at To be considered a candidate for this posting, the following materials must be submitted and received by the Human Resources Department on or before 11:59 p.m. of the posting filing deadline. Substitution of required document(s) is not permitted.

Applicant: Please do not send any application materials to other departments. The Human Resources Department is not responsible for any documents addressed and/or sent to other departments.

1. A detailed letter expressing interest in the position, indicating specifically how the minimum qualifications and as many as possible of the desirable qualifications will be fulfilled. Minimum and desirable qualifications are listed in this posting. The letter should also address the applicant’s background and skills in the areas stated in the Examples of Duties.

2. A current resume summarizing educational and administrative background and experience.

3. A City College of San Francisco Electronic Administrative Position Application completed in full and applied to this specific posting online. The statement “See Resume” is not acceptable.

4. A list of five (5) academic and professional references with names, addresses, telephone numbers, and e-mail addresses that include: faculty, classified and/or support staff, an administrator, a supervisor, and a colleague of managerial, supervisory ranking. (If you are among the final candidates, references will be contacted. The District may also contact other references not on your list, only if you are among the final candidates.)

5. Copies of transcripts verifying the degrees and majors as listed on applicant’s CCSF Application Form; official transcripts and actual verification of work experience will be required at a later date. [NOTE: Degrees and majors must be posted on transcripts to be considered in the application process. Foreign degree(s) must be evaluated before an application can be processed. Foreign Degree Evaluation sources information is located on the left side margin.]

6. Diversity Statement: Separate from your letter of interest, submit a concise response to relate several of your experiences or your involvement in circumstances or environments which strongly affected your understanding of and ability to function in a diverse community comprised of students and colleagues from varying academic, socioeconomic, cultural, sexual orientations, disabilities, and ethnicities.

Applicants bear the sole responsibility for ensuring that all application materials are complete when submitted and are received by the Human Resources Department by 11:59 p.m. on the posting filing deadline. Postmarks will not be honored. Emails are not acceptable. Incomplete application packages will not be considered. All materials become the property of the City College of San Francisco, and will not be returned. Application files for this posting will not be considered for other postings.

For additional assistance, please call Human Resources Department at (415) 452-7660.

ADA Statement

Applicants who require a reasonable accommodation to participate in this hiring process should contact the Title 5/EEO/ADA Compliance Officer at (415) 452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.

Selection Procedure/Conditions of Employment

Applicants who meet all minimum qualifications and have all required application documents in the CCSF Human Resources Department on or before the filing deadline will be included in the initial review processes to be conducted by the Search Committee. A reasonable number of applicants who are judged by the Committee as best matching the requirements of the position will be invited for a personal interview with the Search Committee. An additional interview will be offered to applicants who are advanced beyond the initial interviews.

Employees must satisfy all the pre-employment requirements for a CCSF Release to Work Authorization Certificate prior to appointment which include, but are not limited to, tuberculosis clearance (EC 87408.6), fingerprinting processing, and verification of their legal right to work in the United States.

City College of San Francisco reserves the right at its sole discretion to modify or to rescind this job posting at any time without prior notice.

EEO Statement

It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS/HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the Title 5/EEO/ADA Compliance Officer at (415) 452-5053.

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