Assistant Director, Financial Aid 

  • Director
  • Napa, CA
  • April 8, 2023

Napa Valley College

Napa Valley College

Assistant Director, Financial Aid

Salary: See Position Description

Job Number: 2023-00005


Complete job description and application available online at:


Napa Valley College is seeking a Senior Executive Assistant to the Superintendent/President.  The president’s office is responsible for the

OPEN UNTIL FILLED with Initial Review Date on March 8, 2023.

Napa Valley College is seeking an individual with demonstrated administrative skills to join an outstanding team of faculty, staff, and administrators to provide high quality programs and services to our district, our community, and most importantly, our students. The Financial Aid Office offers a variety of aid programs, including grants, loans, scholarships, and work study opportunities for students who are having a difficult time meeting the cost of attending Napa Valley College.

The incumbent in this position will assist in supervising the federal and state financial aid programs including Pell, FSEOG, FWS, District WS, Cal Grants, Direct Loans, Alternative Loans, and various other grant and work study programs; providing information and serving as a resource to others; achieving defined objectives by planning, evaluating, developing, implementing and maintaining services in compliance with established guidelines and requirements; overseeing assigned personnel; and scheduling work assignments within established timeframes and standards.

This is a full-time, 12-months-per-year, classified-administrative position. The salary has an appropriate placement on Range 15 of the current Administrative/Confidential salary schedule. Initial salary placement is $6,964/month to $7,678/month, with future steps up to $9,800/month. Placement on the salary schedule is commensurate with experience. The college offers a fringe benefit package, including medical, dental, vision, disability and life insurance, employee assistance program, and CalPERS membership. Assignment includes 20 paid holidays, 22 vacation days, and 12 days sick leave annually.


Essential Functions:

Assists in developing and implementing long- and short-range plans in relation to assigned administrative responsibilities (e.g. policies, procedures, staffing, materials, equipment, space requirements, etc.) for the purpose of ensuring organizational objectives are achieved in the most efficient and timely manner.

Advises parents and students of program services, processes and/or requirements (e.g. availability of financial aid, eligibility requirements, application process, future obligations, etc.) for the purpose of ensuring their understanding of the information with sensitivity and confidentiality.

Collaborates with internal and external personnel (e.g. other administrators and staff, auditors, public agencies, auditors, etc.) for the purpose of implementing and/or maintaining services and programs.

Compiles data from a wide variety of sources for the purpose of analyzing issues, ensuring compliance with organization policies and procedures, and/or monitoring program components.

Facilitates meetings, workshops, seminars, etc. (e.g. personnel actions, regulatory requirements, actions involving outside agencies, interdepartmental needs, etc.) for the purpose of identifying issues, developing recommendations, supporting other staff, and serving as a District representative.

Implements assigned activities and/or projects for the purpose of complying with regulatory requirements and established guidelines.

Assists with the management of assigned program and/or departmental responsibilities (e.g. student aid programs, student employment programs, Direct Loan programs, application process, default prevention efforts, disbursements, annual audit, outreach activities, etc.) for the purpose of achieving organizational objectives, and ensuring compliance with legal, financial and District requirements.

Assists with the management of the operations of the Financial Aid unit, maintenance of services, and implementation of new programs and/or processes (e.g. financial aid intake, eligibility determination, verification, award process, delivery system, etc.) for the purpose of providing services within established timeframes and in compliance with related requirements.

Oversees software and computer programs (e.g. information management systems, financial aid computer system, document imaging, webpage, etc.) for the purpose of identifying and resolving system issues, providing necessary implementation of Financial Aid processes, and recommending enhancements.

Acts as the Secondary Destination Point Administrator (DPA) for Federal Systems (e.g. SAIG Enrollment, Common Origination and Disbursement (COD), NSLDS, FAA Access, TFA tokens, etc.) for the purpose of assigning user access levels to ensure secure access to Federal Student Aid systems.

Acts as the System Administrator for the State WebGrants system for the purpose of meeting financial aid requirements while complying with established guidelines.

Participates in a variety of meetings (e.g. workshops, inter and intra district committees, seminars, conferences, etc.) for the purpose of conveying and gathering information regarding a wide variety of subjects required to carry out their administrative responsibilities.

Performs personnel administrative functions (e.g. hiring, interviewing, evaluating, supervising, training, etc.) for the purpose of maintaining adequate staffing, enhancing productivity of personnel, and achieving objectives of the Financial Aid unit.

Prepares a wide variety of often complex materials (e.g. federal and state reports, plans, budgets, etc.) for the purpose of documenting activities and issues, meeting compliance requirements, providing audit references, making presentations, and/or providing supporting materials for requested actions.

Researches a wide variety of topics (e.g. federal and state regulations, policies, staffing requirements, financial resources, etc.) for the purpose of developing new programs/services, ensuring program compliance with established requirements, securing general information and/or responding to requests.

Responds to a variety of inquiries for the purpose of identifying the relevant issues and recommending or implementing a plan of action that will efficiently resolve the issue.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.


Minimum Qualifications

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple, highly complex, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: administering personnel policies and practices; applying pertinent codes, policies, regulations and/or laws; operating standard office equipment including utilizing pertinent software applications; planning and managing multiple projects; preparing and maintaining accurate records; and training, developing and supervising staff.

KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: pertinent codes, policies, regulations and/or laws; federal and state grants management; accounting/bookkeeping principles; personnel processes; standard business practices; and concepts of grammar and punctuation.

ABILITY is required to schedule a number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and consider a number of factors when using equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a wide diversity of individuals; work with data of varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: scheduling and assigning personnel; effectively train, supervise and evaluate assigned staff according to established procedures; adapting to changing work priorities; meeting deadlines and schedules; working with detailed information; dealing with frequent and sustained interruptions; developing and maintaining positive working relationships; interpret, apply and explain rules, regulations, policies and procedures;

maintaining confidentiality; and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.


Responsibilities include: working under limited supervision using standardized practices and/or methods; directing others within a small work unit; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to impact the organization’s services.

Working Environment

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing.  This job is performed in a generally clean and healthy environment.


Five (5) years of experience in financial aid with increasing levels of responsibility.


Bachelor’s degree in job-related area from an accredited institution.

Certificates and Licenses

Valid CA Driver’s License & Evidence of Insurability.

Continuing Education/Training:

Maintains Certificates and/or Licenses.


Criminal Background Clearance.

Tuberculosis Clearance.

Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.

Desirable Qualifications

• Supervisory experience working with federal and state financial aid programs.

• In-depth knowledge of Federal and State (preferably California) guidelines for need analysis and awarding.

• Experience in administration of the William D. Ford Direct Loan Program.

• In-depth knowledge of at least one computerized financial aid management system.  Experience with Ellucian’s Colleague system is highly desirable.

• Experience and proficiency with Microsoft Office Suite/Office 365.


A.  Applicants must complete the online application through All elements of the application, including supplemental questions, must be submitted in order for the application to be considered complete.

Internal applicants are still required to submit a complete application packet for this position.  This includes submission of transcripts and all other required application materials.

The District will not accept materials by e-mail, fax, or mail for this position.

SPECIAL ACCOMMODATIONS: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.

Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.

For more information, contact the Office of Human Resources, Training & Development:

2277 Napa-Vallejo Hwy.

Napa, CA 94558

(707) 256-7100

For technical support, contact NEOGOV at (855) 524-5627.

To apply for this job please visit