Payroll Title: Financial Aid Supervisor 1

Job Code: 4530

Job Open Date: 3/23/2023

Application Review Begins: 4/10/2023

Department Code (Name): FINC- Office of Financial Aid & Scholarships

Percentage of Time: 100%

Union Code (Name): 99 - Non-Represented (PPSM)

Employee Class (Appointment Type): Career

FLSA Status: Exempt

Salary Grade: Grade 20

Hiring/Budgeted Salary or Hourly Range: $57,800.00 to $69,750.00/yr

Full Salary Range: $57,800.00 to $105,600.00/yr

Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: 2101 SAASB

Working Days and Hours: Monday-Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable (e.g., Remote, Hybrid): Hybrid. Starting in office, hybrid considered after probation.

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The Office of Financial Aid and Scholarships plays an integral role in assisting UCSB students achieve their higher educational goals. Our office oversees and disburses approximately $400 million in student aid to over 16,000 students annually at UCSB. We work closely together in a fast-paced, detail-oriented environment, dedicated to supporting the mission of our Office and the University.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Assistant Director Serves as a member of the senior management team of the Office of Financial Aid and Scholarships. The management team is responsible for the overall strategic planning, development, implementation, and evaluation of all activities and services associated with a complex, dynamic organization which assists approximately 17,000 students and their parents and disburses approximately $400 million annually. Collaborate with other senior managers to plan and administer annual staff training program. This program runs for six months and covers all federal, state and university regulatory changes. Represents the Office of Financial Aid and Scholarship in the absence of the Director and Associate Directors. Ensures the department remains in compliance with strict federal, state and university regulations by overseeing various programs. With a high degree of autonomy, the Assistant Director works to resolve difficult student and parent issues and is often called upon to interpret policy and make judgment calls on behalf of the department. Supervises the university's largest financial aid program (Direct Loans, $100 million annually). The Assistant Director is also responsible for all electronic and web communication with UCSB families, outside agencies and other campus departments. Must collaborate closely with SIS&T on technology strategies for the delivery of financial aid and scholarships.

Required Qualifications

• Bachelor's degree or equivalent combination of education or experience.
• Two years financial aid experience, extensive financial aid knowledge, strong analytical and communication skills, supervisory experience, knowledge of campus policy and regulations, and ability to analyze and interpret data.
• Demonstrated strong communication skills and ability to work with frequent interruptions while paying close attention to detail.

Preferred Qualifications

• Master's preferred

Special Conditions of Employment

• Seasonal periodic mandatory overtime and occasional evenings and weekends required.

• Criminal history check (U02): Satisfactory completion of a criminal history background check
• CANRA (U13): Mandated Child Abuse Reporter

Job Functions/Percentage of Time/Duties

Managerial Planning and Administration 25%

Serves as a member of the senior management team of the Office of Financial Aid and Scholarships. Contributes to the overall strategic planning, development, implementation, and evaluation of all activities and services associated with a complex, dynamic organization which assists approximately 17,000 students and their parents and disburses approximately $400 million annually. Maintains a comprehensive working knowledge of all federal, state, system wide and institutional programs administered by the Office of Financial Aid and Scholarships. Collaborate with other senior managers to plan and administer annual (6-month) staff need Analysis Cycle training program that covers all federal, state and university regulatory changes. Represents the Office of Financial Aid and Scholarships in the absence of the Director or Associate Director. Works in tandem with other members of management team to resolve complex student issues and concerns. Helps ensure the department remains in compliance with federal, state and university regulations through oversight of programs, researching and responding to constantly changing regulation and interpreting policy.

Staff Supervision and Training 20%

Recruits, hires, trains, and supervises four full-time financial aid professionals, and one part-time employee. Establishes performance standards and expectations which are utilized in the on-going evaluation of employee performance. Conducts annual performance evaluations. Identify and facilitate staff training needs. Provide accurate and clear oral and written communication. Maintains an environment which is conducive to promoting cooperation among all staff members.

Direct Loan Program 20%

Manages and supervises the Direct Loan Analyst and insures that UCSB is in compliance with all Direct Loan program policies. Serves as the primary contact person for the Department of Education, COD and the Direct Loan Servicing Center for all Direct Loan related issues. Oversees all annual changes and updates to the Direct Loan Program and works with the Direct Loan Analyst and SIS&T to update the financial aid delivery system to ensure all necessary changes are made in time to disburse loan funds which exceed $100 million annually. Researches and analyzes student loan borrowing trends and data, and develops default prevention programs. Supervises the annual reconciliation process and directs the Direct Loan Analyst on finding solutions for pending problems to ensure UCSB reconciles all Direct Loan accounts.

Cal Grant & State Programs 20%

Manages and supervises the Cal Grant Advisor and insures that UCSB is in compliance with all state policies and regulations. Serves as the primary contact person for the California Student Aid Commission (CSAC). Oversees all annual changes and updates to the Cal Grant and MCS Programs and works with the Cal Grant Advisor and SIS&T to update the financial aid delivery system to ensure all necessary changes are made in time to disburse these state funds. Supervises the annual reconciliation process and directs the Cal Grant and MCS Advisors on finding solutions for pending problems to ensure UCSB reconciles all CSAC accounts. Serves on statewide issues workgroups and discussions.

Web & Systems Testing, Maintenance % Communication 10%

Develops and maintains all web services for students, parents, and other external customers. Ensures that these mediums accurately reflect current applicable federal, state, and institutional regulations and policies. Collaborates with SIS&T, programming staff and campus departments in developing and contributing to the UCSB Financial Aid Office web site. Trouble shoots web-based problems and makes suggestions to technical staff for solutions. Implements new technologies and strategies that can more effectively communicate with students.

Workshops/Committees 5%

Conducts workshops for student groups, campus departments, and for organizations outside of the University. Participates on ad hoc committees that review current departmental policies and procedures and recommend changes to management. Actively participates in various weekly staff meetings by providing feedback and making recommendations for improved office procedures.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

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