Associate Director of Financial Aid Services

California State University, Monterey Bay
California, United States
Salary Not specified
Feb 02, 2021
Employment Level
Employment Type
Full Time

Associate Director of Financial Aid Services

Classification: Administrator II
Department Name: Financial Aid
Job Number: MB2021-ED2662
Status: INTERNAL CSUMB APPLICANTS ONLY Apply Today! Application Screening Begins: Monday, February 1, 2021
Priority Screening Date: 01/31/2021
Recruitment Status: Apply Today! Application Screening Begins: Monday, February 1, 2021

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.


Under general direction, the Associate Director of Financial Aid Services performs administrative duties related to Financial Aid compliance with federal, state, Chancellor's Office and CSUMB rules and regulations. The incumbent will conduct audits to ensure internal quality control for financial aid transactions. The Associate Director of Financial Aid Services will be responsible for overseeing of counselor staff and training, quality control as well as all scholarship programs. In the absence of the Director of Financial Aid, the Associate Director of Financial Aid Services will be the lead administrator.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Outreach - Coordinates the outreach activities for the Financial Aid Office. Oversee the various advisement, campus yield events to provide financial aid information to prospective and current students. Collaborate with campus partners in increase financial aid awareness/literacy by attending meetings regularly on campus.

2. Federal Student Aid Compliance - Conduct on-going compliance reviews to measure the quality of work within the Financial Aid office. In collaboration with the Director and counselors, develop or enhance auditing instruments and/or recording methods to ensure that annual auditing requirements are met as directed by the CSU Chancellor, federal and/or state auditors.

Interprets and implements federal and state regulations governing financial aid programs; maintains current knowledge of regulations; develops and implements policies and procedures to comply with changes in regulations, polices and campus initiatives to maintain program eligibility. Maintains and implements the policy and procedures manual in accordance with established guidelines. Participates as an active member of the Financial Aid Leadership Team.

Verify the Financial Aid Office is meeting all deadlines assigned in a timely manner.

3. FAO Training - Chair counselor training sessions, workshops, seminars, and webinars for the purpose of improving accuracy and reducing workload processing errors.

Develop and prepare training sessions within scope of capabilities, experience and knowledge based on findings of auditing review and analysis. Consult with and invite external constituents and/or agency representatives to provide training sessions. Develop and recommend appropriate trainings to support and ensure professional development needs of financial aid counselors.

Ensure due diligence in disseminating and posting of program information so that it meets federal, state, and institutional compliance. Keep management informed regarding program updates. Work closely with Director to ensure all lines of communications regarding program auditing and training are distributed to staff as needed or when appropriate.

4. Oversee and Manage Counselor Functions - Manages operational actives for verification and awarding process for federal and state financial aid programs which includes supervisorial oversight of the Financial Aid Counselor. Determines guidelines used by counselors; establishes criteria for use of professional judgment and assist the Director with approval of changes based on professional judgement. Provides direct supervision and monitors workflow productivity of counselors. Initiates methods to improved efficiency and delivery of customer service. Administer and update the counselors' backup schedule for the front counter and timely flow of information primarily through heavy telephone contact, email, and appropriate follow-up.

Assist the Director with evaluation of staff performance and measurements, priorities and timelines for tasks and various projects. Makes recommendations for the enhancement and expansion of existing systems, maintains close working relationships with other members of the Financial Aid unit to develop, improve and communicate policies, practices, and services. Communicate and inform the Director of Financial Aid on status of all assigned projects by providing updates and end results in a timely and effected manner.

5. Scholarships - Establish programmatic responsibility of Financial Aid scholarship programs, departmental scholarship programs. Oversee outside scholarship programs delivered through the campus by maintaining scholarship records; direct the processing of off-campus scholarship checks, and state grant checks.

Serve as the University contact person for the Trustee's Scholarship and other Chancellor Office-sponsored statewide scholarship programs, and is responsible for the administration of the programs; the dissemination of scholarship information to students by updating and maintaining information on the Financial Aid Webpage, brochures and booklets; conduct presentations to on-campus and/or off-campus agencies/departments; advertise scholarship availability via bulletin boards, mailings, flyers, the campus newspaper, and perform other related tasks as assigned.

Other Functions:

  • Provides direct customer service by advising students and families in situations which cannot be resolved by counseling staff, including complaint resolution.

  • Provides indirect customer service, internal office review of aid applications, processing of student requests for revisions to aid packages, and special circumstance petitions. The focus of this processing is on the most complicated cases which counseling staff may not be able to resolve.

  • Performs other job-related duties and special projects as assigned.

  • Knowledge, Skills and Abilities:
    Knowledge of: Federal, State, Institutional and CSU system Financial Aid laws, regulations, and policies; procedures and regulations as they relate to institutions of higher education. An understanding of aspects of Financial Aid functions on a university campus, and a knowledge of computer applications applicable to Financial Aid. Thorough knowledge of management and administrative techniques related to the development and implementation of appropriate methods of work planning, scheduling and coordination in a team environment to meet changing student and organizational objectives. Demonstrated working knowledge of information systems and communications technologies.

    Ability to: develop financial aid records management systems and maintain a high level of confidentiality and organizational integrity; effectively present ideas and concepts in clear and concise written or presentation format; prepare analytical and technical reports; supervise the work of multiple direct reports and effectively recommend personnel actions; train and evaluate the productivity and performance of employees; analyze situation and take corrective action; effectively use information and web-based applications; assume responsibility and initiative to prioritize emerging issues, handle concurrent objectives and meet deadlines; and establish and maintain effective working relationships within a diverse academic environment.

    Minimum Qualifications:
    Equivalent to a bachelor’s degree from an accredited college or university AND three (3) years of progressively responsible experience in financial aid/student services administration demonstrating successful leadership skills. A graduate degree in a related field may be substituted for one year of the required experience. Additional experience, which has demonstrated the requisite skills and abilities, may be substituted for required education on a year-for- year basis.

    Specialized Skills:

    Preferred Qualifications:
    Master’s degree in a related field. Experience as an Assistant/Associate Director of Financial Aid at an institution of comparable mission and size. Second language fluency. Knowledge of the enrollment management, California Education Code regulations, CSU Executive Orders, CSU test regulations, CSUMB Academic Senate policies, Admissions and Recruitment policies and procedures. Experience working with diverse populations and in academic settings preferred. Technical fluency with Microsoft Office Professional Suite, Oracle-PeopleSoft/CMS student information systems or equivalent; and Google mail and calendaring programs.

    Special Conditions of Employment:
  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with responsibility for the care, safety and security of people (including children and minors), animals and CSU property; access to, or control over, cash, checks, credit cards, and/or credit card account; control over campus business processes, either through functional roles or system security access and access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 16, of the Donahue Higher Education Act, Section 67380.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.
  • May require occasional evenings and/or weekend work.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.

  • Compensation and Benefits:
    Commensurate with qualifications and experience. This is a management level position with an attractive benefits package, which includes: a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental and vision insurance; long term disability coverage; life insurance; educational incentives; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For further information, please visit: Management Personnel Plan. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.

    How to Apply:
    To apply, visit


    For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
    CSUMB is not a sponsoring agency for staff or management positions.
    Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


    CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at:

    CSUMB is a smoke and tobacco-free campus.


    CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.