Associate Director of Financial Aid Operations - Administrator I (5803)

  • East Bay
  • Hayward, California
  • Nov 01, 2020
Full Time Accounting and Finance Administration and Management Clerical and Administrative Support

Job Description


The salary range will be from $80,000 - $87,000 per year.

This position is a Management Personnel Plan (MPP) position in the CSU, and serves at the pleasure of the President.

The CSU enjoys a generous benefits program with employer paid life insurance ($100,000), as well as health, dental, and vision insurance with the monthly premium largely paid by the CSU. Additionally, we offer a broad range of other benefits which includes dependent and health care reimbursement accounts, tuition fee waiver, 401k, 457 and 403(b) plans.

The CSU belongs to the CalPERS retirement plan in which medical and dental insurance continues in qualified retirement.

The CSU has 14 paid holidays and the position earns 24 days of vacation and 12 days of sick leave per year.

For more information on the benefits program, please visit


Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.


The Office of Financial Aid And Scholarships is looking for an Associate Director of Financial Aid Operations


Under the general supervision of the Director of Financial Aid and Scholarships, the Associate
Director of Financial Aid Operations will oversee the Compliance and Systems area in the Office of Financial Aid. The incumbent will provide support and serve as a primary contact for auditors and coordinate required Federal, State, and Institutional reporting such as FISAP and FADS. The incumbent will also oversee all quality control requirements. The Associate Director of Financial Aid Operations will oversee the systems area in financial aid and provide technical leadership for the financial aid unit. The incumbent will oversee day-to--day program and organizational unit operations, will manage 2 full time staff members, lead the state aid and scholarship coordinators and will develop, maintain, and coordinate detailed project plans for the PS Financial Aid Module.


Provides technical leadership for a complex financial aid unit. Serves on the leadership team for the financial aid unit as well as manager for the operational/technical staff in Financial Aid.
Supervisory duties include overseeing day-to-day program and organizational unit operations
and supervising, managing, and evaluating 4 full time staff members. Will lead all responsible for overseeing the writing all departmental procedures. During the Director's absence, the
Associate Director of Operations will be the manager in charge of the Financial Aid and
Scholarship Office.

Within the framework of standard policies and procedures, the Associate Director of Operations is responsible for providing the effective and efficient services and support systems, ensuring
that the office is properly serving both the student and the University through cooperative work with colleges, student support services, faculty, staff and administration. The Associate Director of Operations will promote excellent services to the students and campus community; will
practice cooperation, teamwork creativity, and organization. The position will work jointly with
Admissions and Outreach Services, Enrollment Services, and Student Financials to develop and refine processes to ensure an efficient and student friendly experience. The Associate Director of Operations will participate and represent Financial Aid in divisional or campus wide
committees, CSU meetings, statewide representation and/or other meetings or representation as appropriate.

Oversees all functional and appropriate technical responsibilities involved in system
implementation, integration with other systems, upgrade and maintenance. Oversight
responsibilities include, but are not limited to: system set up, testing, conversion, development of processes, both in written and oral format, providing user documentation and training to unit and appropriate university staff. Collaborates and communicates with all modules in HR/SA

Oversees the development, maintenance, and coordination of detailed project plans for the
PeopleSoft Financial Aid Module. Represents CSUEB in CSU-wide meetings and conferences related to PeopleSoft Systems. Works with functional leads and technical staff and assigns
project tasks as appropriate. Identifies alternative strategies, methods, benefits, and costs for meeting objectives. Serves as prime contact and representative to Common Management
Systems at the Chancellor's Office.

Will lead all compliance initiatives for the Financial Aid and Scholarship Office. Will maintain
compliance with Federal, State, CSU, and Institutional Regulations. Provides project support,
serves as primary contact for auditors, coordinates required Federal, State, and Institutional
reporting such as FISAP and FADB. Serves as liaison with student Financial Services. Develops all policies and procedures for internal quality control. Oversees the identification of complex
problems with student electronic applications (ISIR Suspense Management) and establishes
oolicies, orocedures, and traininq for ISIR Susoense Manaqement. Liaison with leqal counsel and risk management.


* Experience with web-based data applications; analyzing and implementing application processes in an institution of higher education; designing reports using reporting software.
* Experience and knowledge in financial aid eligibility, federal regulations, and financial aid processes.
* Experience with the Federal Common Originations and Disbursement system, NSLDS, CPS, and WebGrants.
* Competence regarding supervisory role, including staff motivation, morale issues, evaluation, communication, and correction.
* Motivate and train staff to provide excellent customer service to students and other stakeholders; communicates orally and in writing at a professional level and be effective with diverse audience; be self-motivating/monitoring and a positive role model for staff; develop and maintain excellent working relationships with people of all backgrounds, academic, and professional levels; conduct research, analysis, assessment, evaluation, and problem-solving; make judgement in areas outside of standard of practice and established procedures; and utilize technology solutions to process financial aid.


* Bachelor's Degree in Financial/Business Analysis or related field from an accredited institution.
* Minimum of 5 years of experience in a highly regulated field with 2 years of experience in the administration of Financial Aid, Financial Aid Module of PeopleSoft.
* Experience in PeopleSoft Systems involving study, analysis, and/or evaluations.
* Experience working with relational database system, expert experience with office automation technologies.


* 7-10 years experience in the administration of Federal and California State Financial Aid.
* Experience in Campuslogic, Oracle Campus Solutions, and Salesforce.


In addition to the standard Cal State East Bay application, please submit a:

1. Cover letter
2. Resume
3. List of three (3) or more professional references

Resumes alone will not be accepted in lieu of a completed online application.

To apply on-line, please go to If you are a first time user, you must register, create a user ID and password, fill in your basic information, save and click on the position you are interested in, click on the "Apply Now" button to begin the online application.

This position will remain open until filled and may close without further notice.

Applicants will receive a confirmation of receipt via automatic email reply regarding their application materials. In addition, all applicants who were not selected will receive email notification at the conclusion of the recruitment process. Please be patient as this process may take several weeks.


This is a position with supervisory/lead responsibilities, subject to completion of the University on-line Sexual Harassment training as a condition of employment.

This position is a "designated position" in the CSU's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Satisfactory completion of a background check that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate.


All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

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, the Cal State East Bay Annual Campus Security Report is available at:

At Cal State East Bay, the following nine competencies have been identified as valued leadership qualities: Communication, Cooperation, Delegation, Empathy, Feedback, Innovation, Leadership Presence, Passion and Strategic Ability. While we may not expect our managers to exhibit all of these competencies, we do expect them to aspire to develop them. As part of the annual evaluation review process, the Associate Director of Financial Aid Operations will be evaluated on each.


The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.


Cal State East Bay is not a sponsoring agency for Staff or Management positions.


As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map