Assistant Director, Federal and State Programs

Department Summary

The Assistant Director of Federal and State Programs, under the general supervision of the Director, Data and Systems, is responsible for the management, integrity and reporting of the Federal Work Study, Pell, and Loan Programs as well as the State of California Grant and Scholarship Programs. Responsible for administering financial aid funds exceeding $500 million. Major functions include (1) Supervision of the staff responsible for the auditing/reconciliation of awards of undergraduate/graduate Work Study, Cal Grant, Middle Class Scholarship, Pell Grant and Federal Loans (2) 3 point reconciliation of federal funds between campus general ledger, federal and state systems and Financial Aid software systems (3) Reconciliation of federal and institutional work-study against UC Path (payroll system) and Financial Aid software (4) Develop and implement on/off campus employer audit policies and procedures (5) Review and interpret applicable federal/state program administrative guidelines to establish/maintain appropriate campus policies and procedures (6) Conduct analyses for computer systems for Cal Grant (California Student Aid Commission/CSAC) and Pell Grant (Federal Pell Grant Program) including assistance with designing detailed system requirements (7) Analyze data available in UC Path in order to extract information critical to managing the work-study programs. (8) Ensure that extracts are executed to retrieve and manage data in a way to perform departmental responsibilities with efficiency and compliance (9) Assist Fiscal Manager with the annual preparation of the Fiscal Operations Report (FISAP) required by Department of Education (10) facilitate various aspects of daily unit operations (11) Provide support with other duties as assigned by Director of Data and Systems including assistance with fund management tasks.

Position Summary

The Assistant Director of Federal and State Programs, under the general supervision of the Director, Data and Systems, is responsible for the management, integrity and reporting of the Federal Work Study, Pell, and Loan Programs as well as the State of California Grant and Scholarship Programs. Responsible for administering financial aid funds exceeding $500 million. Major functions include (1) Supervision of the staff responsible for the auditing/reconciliation of awards of undergraduate/graduate Work Study, Cal Grant, Middle Class Scholarship, Pell Grant and Federal Loans (2) 3 point reconciliation of federal funds between campus general ledger, federal and state systems and Financial Aid software systems (3) Reconciliation of federal and institutional work-study against UC Path (payroll system) and Financial Aid software (4) Develop and implement on/off campus employer audit policies and procedures (5) Review and interpret applicable federal/state program administrative guidelines to establish/maintain appropriate campus policies and procedures (6) Conduct analyses for computer systems for Cal Grant (California Student Aid Commission/CSAC) and Pell Grant (Federal Pell Grant Program) including assistance with designing detailed system requirements (7) Analyze data available in UC Path in order to extract information critical to managing the work-study programs. (8) Ensure that extracts are executed to retrieve and manage data in a way to perform departmental responsibilities with efficiency and compliance (9) Assist Fiscal Manager with the annual preparation of the Fiscal Operations Report (FISAP) required by Department of Education (10) facilitate various aspects of daily unit operations (11) Provide support with other duties as assigned by Director of Data and Systems including assistance with fund management tasks.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
  
  

Qualifications

• 1-2 years in related area and/or equivalent experience/training (Required)
• Working knowledge of federal, state, and university policies that concern student aid programs. Skills in systems analysis to define unit requirements and design program specifications; specify design of outputs; recommend modifications to existing programs. (Required)
• Demonstrated supervisor skills including interviewing, hiring, training, delegating, motivating, evaluating, and recommending action to improve performance, scheduling work and directing work flow, negotiating conflicts. (Required)
• Interpersonal skills to work effectively and diplomatically with administrators, colleagues, managers, students, parents, staff and public. Skill in setting priorities, meeting competing deadlines, handling varying requirements and job complexities. (Required)
• Demonstrated analytical and problem-solving skills. Ability to analyze operational, organizational or computer systems. Define the problem or objective, identify relevant concerns or factors to resolve the problems. Formulate logical and objective conclusions. (Required)
• Propose alternatives and discuss orally or in writing and implement procedural changes. Ability to understand technical manuals and documents to carry out procedures for processing Fed/State awards. Demonstrated working knowledge of Windows based applications. (Required)
• Excellent oral communication skills to interact with management, technical and end user staff, on a one on one basis and in group presentations. Ability to establish and maintain cooperative working relationships and to interact effectively with technical, management and staff. (Required)
• Ability to set priorities and accurately reflect the importance of job responsibilities. Ability to complete a heavy workload in a timely manner when there are competing and diverse requirements and under pressure of deadlines with constant interruptions and distractions. (Required)
• Demonstrated ability to work independently and follow through on assignments with minimal direction and also work as part of a team. (Required)
• Detailed knowledge of current Federal and State laws and University of California policies regarding privacy and public information, working knowledge of financial aid office policies and procedures. (Preferred)
• Working knowledge of UCPATH and Payroll System. (Preferred)
  
  

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in a related area and/or equivalent experience/training. (Required) And
  
  

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
  
  

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

99-Policy Covered

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Financial%20Aid%20Supervisor%202%20(TBD_941258)