Financial Aid Supervisor

Definition

Plans, schedules and supervises the specialized clerical and technical work of a college's Financial Aid Office.

Typical Duties

Plans, schedules, and supervises the day-to-day work of the clerical unit in the Financial Aid Office which performs financial assistance needs assessment, determination of financial aid eligibility, review of financial aid applications, awarding of scholarships, loans, and grants, and maintenance of financial aid records and files.

Selects, trains, and supervises the work of assigned staff engaged in all phases of the student financial aid program.

Assists in the development and revision of financial aid operational procedures to comply with federal and state regulations.

Interprets and applies laws, regulations, and procedures concerning financial aid programs.

Conducts research on costs of housing in the geographic area served by a college.

Compiles facts and figures and writes periodic and special reports as required or requested by state and federal officials and the District administration.

Supervises the front counter and other designated service areas within the Financial Aid Office.

Coordinates the scheduling of outreach events and prepares materials to provide students or potential students with information regarding financial aid eligibility and requirements, and may participate in outreach events.

Reviews accounting records of each financial aid program for accuracy and compliance with state and federal regulations and takes corrective action where indicated.

Maintains liaison with District Accounting Division for reports and reconciliation of fund and loan balance.

Utilizes standard office software applications to compile data and prepare reports and correspondence concerning student financial aid matters.

Utilizes specialized financial aid computer application programs such as ED Express (EDE), Common Origination and Disbursement (COD), National Student Loan Database System (NSLDS), Return to Title IV, National Student Clearinghouse, and Webgrants.

Hears student appeals in problem cases and takes appropriate corrective action when warranted.

Designs and writes copy for bulletins, brochures and other material for student financial aid information.

Attends and participates in seminars, conferences, workshops, and other meetings concerned with the implementation of state and federal laws and regulations pertaining to financial aid.

Supervises the maintenance of student financial aid records.

May act for the financial aid administrator in their absence.

May review individual students' grant and loan awards for compliance with applicable state and federal regulations as well as student need.

Performs related duties as assigned.

Distinguishing Characteristics

A Financial Aid Supervisor supervises the day-to-day clerical and technical operations of a college's Financial Aid Office which includes the areas of student financial needs assessment, determination of student financial aid eligibility, review of financial aid applications, and awarding of financial aid, as well as maintenance of related records and files. A thorough knowledge of financial aid program policies, goals, and procedures is continuously applied in performing the duties of the class.

A Financial Aid Manager develops, implements, and manages the student financial aid programs at one of the colleges of the District or of the Central Financial Aid Unit at the Educational Services Center; serves as the financial aid administrator of record for all purposes specified within federal and state regulations and guidelines.

A Financial Aid Technician oversees and participates in one or more of the functional phases of awarding scholarships, loans, and grants at a college; or has full responsibility for one major financial aid program at a college or at the Central Financial Aid Unit of the Educational Services Center; performs tasks on several software programs including downloading of information.

Supervision

General supervision is received from an academic or classified supervisor. Immediate supervision is exercised over assigned financial aid staff.

Class Qualifications

Knowledge of:

Federal and state regulations, requirements, and procedural guidelines pertaining to governmentally-funded programs of student financial assistance

Eligibility requirements and application procedures for financial aid programs

Principles, practices, and procedures of office management

Computerized financial aid award and tracking systems

Techniques of counseling and interviewing

Principles of financial record keeping

Principles of supervision and training

Research techniques and sources of reference material and information pertaining to financial aid

Organization and management of files

Capabilities of computer applications, systems, and hardware used in the management of student financial aid programs

Ability to:

Effectively supervise a complex program of student financial assistance

Interpret and apply federal and state laws and regulations pertaining to financial aid programs

Gather, compile and interpret statistical and financial data

Advise students on personal financial management

Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement

Establish and maintain effective relationships with a diverse pool of staff, faculty, administrators, students, and representatives of other jurisdictions

Plan, assign, and supervise the work of assigned staff

Prepare reports in written, graphic and tabular form

Communicate effectively orally and in writing

Give clear and concise instructions

Assess situations correctly and take effective action

Provide training in financial aid procedures

Work confidentially with discretion

Travel to off-site events and meetings

Learn specialized software applications

Entrance Qualifications

Education and Experience:

A. An associate degree from a recognized college or university, preferably with course work in accounting, business administration, economics, finance, or a related field AND three years of full-time, paid experience in a college or university financial aid office, two years of which must have included determining financial aid eligibility or packaging financial aid awards. One year of the required experience must have been in a supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a supervisory capacity.

OR

B. A bachelor's degree from a recognized college or university, preferably with a major in accounting, business administration, economics, finance, public administration, or a related field AND two years of full time, paid experience in a college or university financial aid office, which must have included determining financial aid eligibility or packaging financial aid awards. One year of the required experience must have been in a supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a supervisory capacity.

Special:

A valid Class "C" California driver's license.

Travel to locations throughout the District is required.

Some positions in this class may be required to obtain a license as a Notary in the State of California after appointment. Such license must be obtained within six months of notification of this requirement.

Benefits

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• 19 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program

Selection Process

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.

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