Assistant Director of Systems and Technology

The Assistant Director serves as the chief data specialist for Financial Aid. The position oversees all processing of graduate and undergraduate financial aid applications for the Financial Aid Office. Reporting to the Associate Director of Financial Aid, this position administers and manages the financial aid module of the student information system (Datatel) and is responsible for the management of all data processes related to new and continuing students. Manages interface between Datatel's financial aid module and federal software — Edconnect -- to coordinate the processing of financial aid applications and support documentation.

Working with the Director and Associate Director, the position will develop specialized reports for annual fiscal reporting, budgeting, forecasting, surveys and data requests on an ad hoc basis. This position will work with the Director and Associate Director to streamline financial aid operations, including implementation of paperless processes. Performs a variety of functions to ensure the timeliness and accuracy of financial aid application information and subsequent correspondence with prospective and enrolled students — including Datatel annual set up, communications and packaging rules. This position will provide direct supervision of the Financial Aid Advisor on staff, and will develop and/or identify professional development opportunities to further the growth of the counselor.

MAIN RESPONSIBILITIES:

• Maintains the integrity of the Financial Aid Database and processing protocol.

• Oversees all application and communication flow for financial aid applicants. The Assistant Director will work with the Director, Associate Director and ETS to develop electronic communication streams, improving overall FAO processing and ensuring compliance with federal aid regulations.

• Assists in the development of computer support for financial aid, including testing updates to software; aid transfers to the business office; updating tables; report requests; updating email & letter correspondence; interface with Microsoft Office.

• Develops and maintains the data processing training manual and participates in the development, implementation and evaluation of financial aid procedures and operations

• Provides information, advising and counseling to financial aid recipients and applicants using knowledge of federal, state and institutional financial aid policies and regulations.

• Manage the awarding of the Named and Endowed Scholarship Program

• The Assistant Director will complete data entry, application review and packaging of financial aid applicants using knowledge federal and institutional needs analysis. Reviews financial aid files performing verification of data. Initiates follow-up items requiring clarification or any file discrepancies. Submits data for reprocessing using federal software and performs any necessary documentation and follow-up. Revises financial aid awards accordingly due to changes in enrollment, housing, or resources.

• Serves as liaison with CCA's Educational Technology Services, other campus departments and third party vendors, i.e. Noel Levitz, in regard to database and software management. Represents the Financial Aid office at Datatel Steering and Workday Implementation Committee meetings.

• The position will work closely with the Director and ETS to manage all data transmissions with the Department of Education; including testing, interfacing with COD, ISIR processes, etc.

• Develops queries to monitor enrollment changes as they affect federal/state aid awarding each term

• The Assistant Director will serve as the Chair of the SAP Review Committee within the Financial Aid Office. This includes counseling financial aid recipients with academic progress issues, managing the annual SAP assessment process in Datatel, communicating with students requiring review/appeals, coordinating committee review process and documenting the process to ensure compliance with federal regulations.

• Works closely with the SF Students Accounts Office to resolve account and registration issues.

• Resolves loan rejects through ELM and Datatel.

• Assists the Director with administrative responsibilities, monitoring of funds, fiscal reporting, and policy and procedures.

• Updates staff on new procedures and changes to the software programs/modules.

• Trains and serves as a resource for FA staff utilizing automated communications processes and developing queries/reports in Datatel

• Creation of Workday policies and procedures manuals, and will review documentation for biannual update/release information.

• During peak periods, the Assistant Director will be expected to provide administrative support for the financial aid staff.

• Performs additional duties as required.

MINIMUM REQUIREMENTS:

Bachelor’s Degree or equivalent education experience required. Two to five years progressive experience in a college financial aid office or equivalent in related field and experience in providing administrative, computer and/or program support in public administration, education or similar environment. Experience working with PC, MS Office Suite, networks and data entry required. Strong written and verbal communication skills are required.

Thorough knowledge of federal Title IV financial aid programs (including Direct Loan), State Grant programs, and institutional aid programs. Strong customer service orientation and good interpersonal communication skills; excellent oral and written communication skills; excellent organizational skills; strict attention to detail and accuracy required. Database management and the ability to analyze large, complex data sets required. Ability to work effectively with a diverse student body, staff, and faculty. Familiarity with needs analysis methodology, application and verification process and the ability to articulate and implement institutional financial aid awarding methodology. Knowledge of financial aid software including EdConnect and ELM Resources; experience with federal financial aid database systems (e.g., COD, NSLDS, etc.) highly desirable. Experience with institutional awarding strategies in the context of enrollment goals at a private college a plus. Experience using and supporting Datatel Colleague or similar ERP software preferred.

Must be an eager learner, extremely detail-oriented, accurate, organized, able to work well under deadline pressure and with time sensitive projects, and be able to manage multiple priorities. Must be able to work and follow-up independently. Must have proven track record working in a team and customer service environment. Experience in a college Financial Aid Office and/or administrative office a plus.

Location

San Francisco

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume, as well as state salary history and requirements. Incomplete applications will not be considered. Recommended document file formats are Word or PDF.  If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions, screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

Questions?

Please address any questions to hr@cca.edu.