Assistant Director of Operations (Administrator I) - Office of Student Financial Aid (504378)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Sep 28, 2021
Full Time Accounting and Finance Administration and Management Clerical and Administrative Support

Job Description


Working Title

Assistant Director of Operations

Administrator Level

This position is an Administrator I in the California State University Management Personnel Plan (MPP), reporting to the Director of Student Financial Aid.

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

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

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


Office of Student Financial Aid

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm, and weekends & evenings, as needed

Anticipated Hiring Range

$6,667 per month ($80,004 annually)

Salary is commensurate with experience.

Position Summary

Reporting to the Director of the Office of Student Financial Aid (OSFA), the Assistant Director of Operations is responsible for expert direction, problem solving, and specifications for the internal systems staff. In addition, the Assistant Director of Operations will also be responsible for Information Technology systems in the design, development, operation and maintenance of the automated management systems used to support the mission of the Office of Student Financial Aid. The overall responsibility of this position is to utilize our information and data systems to ensure the accurate and timely processing, delivery, reconciliation, and reporting to various agencies of $250 million of student aid. These systems include the PeopleSoft Student Administration system, and interfaces to other associated systems such as the Electronic Loan Management system, the California WebGrants system, the Department of Education's Common Origination and Disbursement system, Student Aid Internet Gateway, CPS Online, and the National Student Loan Data Center. The incumbent is also responsible for project coordination, development, management, and overseeing the testing of software including both local and Chancellor's Office centralized modifications (CMS) to meet new initiatives and to improve or augment the delivery of financial aid.

Position Information

Data Analysis
  • Analysis of business processes and ensuring their effective application in an automated environment.
  • Provide leadership in maintaining and enhancing functionality of the financial aid module of the Oracle Student Administration system by providing or supervising production support as needed to ensure the continued efficient operation of automated systems. This may include support for reporting technologies, scheduling of production jobs, fund management simulations, security administration coordination, and quality assurance monitoring.

  • Planning and directing upgrades and the implementation of new software functionality, including online functionalities offered through the university's web portal.
  • Development of automated solutions to insure the mission of the office and the university are achieved. This includes the development and administration of policies and practices designed to support a strategic approach to systems management.
  • Assist with developing and implementing institutional policy, philosophy and procedures to effect distribution of student aid funds in accordance with applicable federal, state, and system wide regulations.
  • Serve as member of the department's leadership team and the Division of Enrollment Management's management staff.
  • Document policies and procedures and oversee the creation of procedure documents for direct reports.
  • Work collaboratively with other units to create cross-functional queries and reports.
  • Supervise the operations team to ensure the reliable operation of all production systems.
  • Manage analysis of new programs or program modifications in collaboration with Bursar and Registrar personnel to maintain fiscal integrity and ensure regulatory compliance. Also, collaborate with a variety of other university departments such as Information Technology, as well as the larger Oracle SA community (both within the CSU system and outside the system) to stay abreast of current issues and solutions.
  • Supports various Federal and State reporting tasks, including the FISAP (Fiscal Operations Report and Application to Participate) Report and the State Chancellor Office's FADB report.
  • Provide technical leadership, work independently, analyze complex business problems, and propose solutions, review vendor-supplied modifications/updates and lead team in implementations. Write specifications, and monitor and coordinate the testing of software upgrades, updates and changes. Evaluate the impact of the changes on the office's business processes.
  • Work with CMS to report modification requests and software issues identified in the testing and production environments. Provide direction for, and conduct, conversions and annual start-up activities. Participate in campus and system-wide technology leadership in developing new methods to meet programmatic and administrative financial aid goals.

Other Duties as Assigned
  • As a member of the Division of Enrollment Management, incumbent may be required to participate in student service and outreach activities. This may include some evenings and weekends.

Minimum Qualifications

Bachelor's degree plus a minimum of 5 years of progressively responsible experience in managing/leading/directing a student financial aid function within a college/university.

Demonstrated experience within a comprehensive university environment working with a highly diverse student and staff population. Excellent written and oral communication skills and ability to explain complex financial decisions sensitively to students, their families and community stakeholders.

Preferred Qualifications

Master's Degree, extensive background in managing technology-based operations and projects in a college/university setting, experience in a PeopleSoft environment and knowledge and understanding of best practices in student financial aid congruent with a strategic enrollment management model.

  • Structure Work: effectively manage and direct workflow, create clear position descriptions, clarify roles and expectations; improve processes for efficiency and effectiveness, empower employees, and delegate work;
  • Manage Talent: hire, coach, and develop employees; ensure a level of diversity that encourages every employee to contribute to their fullest potential;
  • Inspire Performance: set clear goals, monitor performance, coach for results, recognize and address performance outcomes;
  • Build Teams: build trust and collaboration among direct reports, peers, campus stakeholders, and supervisors;
  • Use & Share Information: convey effective oral and written communication to large and small groups; steward of financial planning and fiscal management; apply policies, procedures, and campus protocols; adopt technology for improved performance; retain knowledge of applicable Collective Bargaining Agreements; project professional presence and nonverbal behavior; and
  • Facilitate Change: encourage others to develop innovative approaches to addressing problems and opportunities; facilitate the implementation and acceptance of change within the workplace.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Additional Information


The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: August 25, 2022

Job Address

San Francisco, California 94132 United States View Map