Director of Financial Aid Operations

ArtCenter College of Design is searching for an experienced Director of Financial Aid Operations to join our team.

The salary range for this position : $90, - 100, Per year.

Finalsalary is based on education, experience, skills relevant to therole, and internal equity.

About ArtCenter

Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design.

ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC).

Every position at ArtCenter plays an important part in carrying out the values, goals, strategic vision, and mission of the College.

This includes diversity, equity, inclusion, access, belonging (DEIAB) and culture.

This is a full-time position. Normal business hours are Monday through Friday, 8 : 30 to 4 : 30 The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 3 days in the office or required as a condition of employment.

The demands of this work may include weekends or evenings. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

Reporting to the Executive Director, the Director of Operations will oversee the counseling staff and operations and must be knowledgeable of the crucial elements of each office position.

The Director will be responsible for selected federal and state compliance issues that are integral to the overall management of the College’s financial aid programs, including but not limited to over awards, Satisfactory Academic Progress, Return of Title IV funds, the A133 Audit, and assisting in overseeing the management and reconciliation of the Cal Grant Program, and other programs as assigned.

The Director of Operations will assist the Executive Director with development of financial aid policies and procedures and will be responsible for their outward communications via the College website and in other publications, including consumer information materials.

The incumbent will play an instrumental role in evaluating the office’s business processes and systems to ensure maximization of available technologies and play a significant role in the annual student information system (Colleague) upgrade process.

The Director will be familiar with all aspects of financial aid and scholarship awarding and be committed to creating a service-oriented culture.

Essential Functions

Office Management and Operations 45%

• Oversee the daily operations of the Financial Aid Office, including managing the department’s Associate and Assistant Directors of Financial Aid in their work administering Financial Aid programs and conducting student counseling
• Oversee the performance evaluation process for direct reports, ensuring consistent use of all applicable policies and procedures;

counsel, discipline and make recommendations in terminations, as required

• Mentor staff towards long term professional development goals
• Ensure accurate, efficient, and effective administration of financial aid programs implemented by direct reports, including but not limited to the Cal Grant Program, Federal Work Study Program, Private Loan Program, Veterans Affairs Benefits Program, and others
• Oversee the department’s counseling program, distributing counseling load across the team, supporting staff in troubleshooting as needed
• Work closely with the Executive Director to create a service-oriented environment committed to supporting students' educational goals by providing high quality financial aid counseling and a holistic approach to financial aid advising
• Provide ongoing support, development, and training to staff to ensure compliance with all regulations and policies
• Work closely with the Executive Director of Financial Aid to manage the annual Financial Aid system upgrade process to incorporate annual changes, test and perform maintenance to ensure integrity of the system, prepare policies and procedures, and provide training to the team prior to implementation
• Assist in the development and evaluation of financial aid initiatives to support student recruitment, retention, diversity, and access goals
• Work closely with the Executive Director and Associate Director of Systems and Operations to integrate new technologies to enhance operations, improve process efficiencies, and ensure compliance

Reporting and Compliance 40%

Maintain knowledge of and compliance with financial aid regulatory requirements as they pertain to federal, state and accrediting agencies;

assist in implementing compliance regulations across campus; administer and assist in the establishment of new policies and procedures to stay in compliance with Title IV regulations

• Responsible for successful oversight and quality assurance of compliance related tasks, including but not limited to overawards, Satisfactory Academic Progress, and Return of Title IV Funds including unofficial withdrawals, taking appropriate corrective action as required
• Assist with preparing, reviewing, and submitting document requests for the A-133 financial aid audit, serving as a point of contact for the external auditors, and assisting the College in its pursuit of an exception-free audit
• Serve as a thought partner with the Executive Director to investigate compliance challenges, providing collaborative feedback and interpretations of regulations based on research
• Assist and support with federal and institutional research reports, such as IPEDS, FISAP, and Financial Value Transparency under the direction of the Executive Director;
• Work closely with Information Technology (IT) and Institutional Research Departments to ensure the proper gathering and delivery of meaningful data for surveys and reports;

Generate reports regarding key financial aid factors and measurements, to assist in analyzing and anticipating financial aid trends

• Monitor and update the external and internal website to provide accessible financial aid materials and information, and provide consumer disclosures required by the federal government
• Assist in maintaining the College’s financial aid data integrity to ensure timely disbursement of federal, state, and institutional funds

Financial Aid Advising 10%

• Responsible for counseling current and prospective students on costs, financial aid eligibility, application procedures and financing options as needed
• Assist with creating award packages, performing file review, and processing loans as needed
• Responsible for outward communications and presentations to current and prospective students such as FAFSA workshops, Orientation, or presentations on applying for financial aid

Other Duties 5%

• Maintain memberships and active involvement in applicable professional organizations
• Serve on educational or college-wide committees, work groups, task forces and / or councils
• Other duties as assigned

Required Qualifications :

• Bachelor’s degree in business, Accounting, or related field from an accredited college or university or equivalent combination of training and experience
• 5 years of experience in student financial aid administration or transferrable work, with progressive responsibility
• At least 3 years managing a department, including budgeting and project management
• Excellent knowledge of current federal and state financial aid regulations
• Experience in policy development and implementation, as well as compliance management
• Excellent time management skills and ability to manage multiple projects with competing deadlines
• Detail-oriented, highly organized, dependable and resourceful, able to balance priorities and take initiative
• Ability to prepare, analyze, interpret, and report financial aid data to stakeholders using Microsoft Excel and other data reporting tools
• Experience using financial aid student information systems, COD, CPS / FPS, NSLDS
• Ability to work independently and as part of a team
• Commitment to student support and to the concepts of access to higher education
• Prior experience in counseling, awarding, verification, and quality assurance
• Excellent interpersonal, problem solving, critical thinking, written and verbal communication skills to work effectively and collaborate within the institution
• Ability to handle all information with tact and discretion and recognize the confidential nature of ArtCenter business
• Demonstrated experience in cultivating the values of diversity, equity, inclusion, access and belonging into work practices within diverse communities

Preferred Qualifications

• Master’s degree from an accredited college or university
• Experience with administrating multiple financial aid programs
• Prior supervisory and staff development experience
• Experience with Ellucian Colleague student information system
• Prior experience with financial aid audits
• Experience with Entrinsik Informer
• Knowledge of art and design education desirable

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment : Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor;

interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

• Physical : Primary functions require sufficient physical ability and mobility to work in an office setting and to attend / host events;
• ability to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight (up to 20 pounds);
• to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard;

and to verbally communicate to exchange information. Domestic travel by car and airline and overnight travel is required.

Regular and consistent attendance are required for most positions. Able to work nights and weekends to attend events.

Vision : Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing : Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job;

they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job;

they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

Diversity Statement ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access and belonging not only in vision but in practice.

Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures and belief systems are essential to academic and creative excellence.

We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum.

Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital status, religion, sexual orientation, age, disability, veteran status, socioeconomic status and political viewpoint.

Equal Opportunity Employer ArtCenter is committed to a policy of equalemployment opportunity and does not discriminate against its employees orapplicants on the basis of race (including hair texture and protectivehairstyle), color, religion (includes religious dress and grooming practices),sex / gender (includes pregnancy, childbirth, breastfeeding, and / or relatedmedical conditions), gender identity, gender expression, sexual orientation, maritalstatus, medical condition (genetic characteristics, cancer, or a record orhistory of cancer), military or veteran status, national origin, ancestry,disability (mental and physical, including HIV / AIDS, cancer, and geneticcharacteristics), genetic information, request for family care or medicalleave, age (over 40), criminal background (Fair Chance Act), reproductivehealth decision-making, off-duty and off-premisescannabis use, or any other actual or perceived characteristic protected byapplicable state or federal law.

Equal employment opportunity is extended toall persons in all aspects of the employer-employee relationship, includingwithout limitation, recruitment, hiring, upgrading, learning and professionaldevelopment, promotion, compensation, benefits, leave of absence, transfer,discipline, layoff, recall and termination.

This commitment applies to allpersons involved in the operations of ArtCenter and prohibits unlawfuldiscrimination by any employee of ArtCenter.

Applicants who wish to request an accommodation for a disability may contact the Office of Employee Experience and Engagement at (626) 396-2270.

Applicant Rights (Prior Cannabis Use)

ArtCenterwill not request information from an applicant relating to the applicant’sprior use of cannabis. ArtCenter will not use information obtained from acriminal history about an applicant or employee’s prior cannabis use, unlessArtCenter is permitted to consider that information under applicable law.

Employment At-Will

All employment with ArtCenter is for anunspecified term and is at-will. Employees are free to resign at any time,with or without reason, and with or without prior notice.

Similarly, ArtCenterhas the right to terminate the employment relationship at any time, with orwithout cause, and with or without prior notice.

This at-will employment,which includes the College’s right to transfer, discipline, demote, or changethe conditions of employment with or without cause and with or without priornotice, cannot be modified, amended orwaived by any oral or implied agreement, and may be modified or altered only byan express individualized written employment agreement signed by both theemployee and the College president

ArtCenter Employees have a Mandatory Duty to Report

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs or designee, or the Associate Dean of Students or designee.

Faculty, who have a mandatory duty to report, are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.