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MiraCosta College
  • Position Number: 1314544
  • Location: Oceanside, CA
  • Position Type: Financial Aid


Financial Aid Supervisor

MiraCosta College


To view the full job posting and apply for this position, go to: https://jobs.miracosta.edu

Discipline or Department: Financial Aid

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting at $6,154.50

Working Hours: One regular, full-time, over-time exempt position; 40 hours per week, 12 months per year, on the Oceanside campus. The work schedule will be Monday - Friday, 8:00 AM - 4:30 PM. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:
APPLICATION PROCEDURE:
Apply and submit application materials through MiraCosta College's online application system at https://jobs.miracosta.edu. Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application for classified employment on which you list all relevant experience.

2. Cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the representative duties and desirable qualifications.

3. Current resume or curriculum vitae summarizing your educational background and experience.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf. Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree. NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."

The screening and interview committee will review application materials three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions.

Basic Function and Other Details:
BASIC FUNCTION: Under direction, lead and participate in major activities and programs of the Financial Aid department; provide technical expertise to students, Financial Aid staff and district personnel concerning financial aid policies, procedures and regulations; assists in short and long term planning; package and certify financial aid applications in accordance with complex federal, state and local requirements; develop, recommend and implement financial aid policies and procedures; determine financial aid eligibility, calculate, initiate and authorize disbursements, fund management; monitor and reconcile expenditures; supervise and coordinate the work of Financial Aid staff; performs the duties of the Director, Financial Aid & Scholarships in his/her absence or as assigned.

DISTINGUISHING CHARACTERISTICS: A Financial Aid Supervisor is distinguished from a Financial Aid Technician, in that an incumbent in the former class provides technical work direction to other staff.

Representative Duties:
ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Plan, assign, schedule, supervise and evaluate the work of assigned staff; with staff, develop, implement and monitor operational plans to achieve assigned unit objectives; provide input to the annual budget; make purchases and other expenditures in accordance with district procedures and monitor performance against the annual budget; participate in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepare and maintain a variety of records and reports.

2. Interview and participate in selecting new department staff; supervise and evaluate staff performance; establish performance requirements and personal development targets; regularly monitor performance and provide training, coaching and mentoring for performance improvement with management concurrence, implement the progressive discipline process to address performance deficiencies, in accordance with district human resources policies and classified employee manual.

3. Provide day-to-day leadership and work with staff to ensure a high-performance, service-oriented work environment that supports achieving district and division mission, objectives and service standards; enforce the maintenance of safe working conditions and ensure safe work practices are followed by staff; provide leadership to ensure a fair and open work environment in accordance with the district's mission, goals and values.

4. Interpret, analyze and apply complex laws, rules and regulations related to state and federal financial aid programs; implement changes and advise other staff to assure continued program compliance. Advise other staff concerning changes in policies, regulations and technical procedures and provide direction and assistance for implementation.

5. Maintain and audit the computerized disbursement module; prepare and input data for funds disbursement and coordinate with other district personnel and departments, including Fiscal Services, Student Accounts, and Admissions and Records, to ensure timely and accurate financial aid disbursements.

6. Verify and audit all federal, state and institutional financial aid program expenditures, including Pell Grant, Cal Grant, Full Time Student Success Grant, Afghanistan and Iraq Grant, Federal Supplemental Education Opportunity Grant, federal work study and direct loan programs; reconcile expenditures monthly with Fiscal Services; verify availability of funds; research and analyze transactions to resolve disbursement and budget issues as they arise.

7. Interview applicants to determine eligibility for financial assistance; assist students in applying for funds; perform needs analyses; package and authorize financial aid awards in compliance with federal, state and local regulations and district policies; determine eligibility and authorize awards under the Pell Grant, BOGW, Federal Supplemental Opportunity Grant, Full Time Student Success Grant, Extended Opportunity Grant, Iraq and Afghanistan Service Grant, Federal Work Study, Stafford Loans, Cal Grant A, B and C, BIA, CARE, scholarships, private loan, Real Estate Scholarships, Middle Class Scholarships, and Chafee programs; certify Gilman Scholarship nominees for study abroad programs.

8. Monitor and evaluate internal operating procedures; determine, recommend, and implement changes needed in business processes to accommodate changes in federal, state, and district regulations; assist in designing forms, brochures, and letters. Compose and prepare a variety of correspondence related to financial aid programs. 9. Coordinate with other departments to ensure timely receipt of information and records to determine eligibility, process applications and authorize disbursements; serve as Financial Aid liaison to the California Student Aid Commission, state, federal and private agencies, Fiscal Services office, Spartan Bookstore, U.S. Department of Education, U.S. Department of Collections and others; serve as National Student Loan Clearinghouse Financial Aid resource to students and staff.

10. Using PeopleSoft, write queries and extract, verify, compile, analyze and format data from college and federal databases for planning, decision making, evaluation, research projects, and accountability purposes; develop and maintain data and reports to support program audits and for other purposes; compile, verify, and submit data for annual FISAP (Fiscal Operations Report and Application to Participate), prepare electronic report for sign-off by the Superintendent/President; compile, verify data, and submit annual MIS submission. Complete and submit monthly budget and expenditure report to the Chancellor's Office to ensure proper funding.

11. Complete annual year-end closeout of all financial aid programs and submit final balance sheet to Department of Education for the Direct Loan Program.

12. Provide guidance, work direction and assignment to the Systems and Procedural Analyst (Business Systems Analyst). Develop, update, and recommend changes to the PeopleSoft procedures and processes; conduct setup and testing for financial aid processing. Assist in maintenance of the Financial Aid PeopleSoft Procedures manual. Facilitates trouble shooting and monitoring financial aid PeopleSoft functions.

13. Set up and maintain annual packaging policy based on updated regulations and assessed impact to financial aid programs. Determine and continually monitor annual fund allocations for all financial aid recipients to ensure proper management of each program; determine annual fund limits for campus based aid based on statistical reports and multi-year fund allocations; provide budget and funding management for all financial aid funds. Complete College Cost Estimator for California Student Aid Commission determination of Cal Grant funding.

14. Assists in implementing procedural standards and set-up rules that determines qualitative and quantitative federal academic progress compliance that calculates each financial aid student at the end of each term; validate compliance standards are accurately implemented; maintain database records; ensure proper mass notification to students of compliance/non-compliance including withdrawal of federal aid awards based on non-compliance.

15. Determine eligibility for emergency loans; authorize emergency loan expenditures; review and troubleshoot systematic failure of federal loan applications, provide guidance and sign off on approval of Financial Aid Technicians' professional judgment cases.

16. Serve as Primary Destination Point Administrator for the Student Aid Internet Gateway (SAIG). Provide and remove access for financial aid staff for federal systems. Keep hard-copy records as required by federal guidelines. Serve as primary System Administrator for WebGrants portal. Complete and remove security and access to required applications and PeopleSoft functions for staff members.

Type of Benefits:
Due to a district-wide compensation study, in the 2019-2020 FY, the salary will increase from range 28 to range 30 ($6,520.17 per month at step 1). A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from an accredited four-year college or university with a bachelor's degree and at least three years of progressively responsible experience in financial aid; or an associate's degree and seven years' experience in financial aid.

NOTE: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications:
In addition to possessing the skills and experience needed to excel in the performance of each of the areas of responsibility and representative duties above, the successful candidate will also possess the following qualifications and qualities: 1. Experience with FISAP, FAA Access to CPS Online, SAIG, EdConnect or EdExpress.

Licenses and Other Requirements: A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program.


Closing Date: 11-2-2018

First Screening Date:

Human Resources Contact Information:
jobs@miracosta.edu or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton.

MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities, as well as a Bachelor of Science degree in Biomanufacturing.

The district operates two campus sites and two centers, and offers a robust online education program. The Oceanside Campus, serving approximately 10,500 students, is located on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, and attracts more than 3,000 students. The Community Learning Center in downtown Oceanside hosts about 2,500 students in the college's noncredit programs including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes. The Technology Career Institute (TCI) in Carlsbad is part of the colleges Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs, as well as certificate programs to train skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. The Small Business Development Center (SBDC) located at the TCI provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC), also located at the TCI, provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.





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