Associate Director of Financial Aid, Processing

BIOLA UNIVERSITY - LA MIRADA, CALIFORNIA

Address of Job Location: 13800 Biola Ave, La Mirada, CA 90639

Website page of the Job Posting

Job Summary:
The Associate Director of Financial Aid Processing has a high level of leadership responsibility at Biola University assisting the Senior Director in ensuring financial aid systems are set up in a manner to provide efficient, accurate processing, providing quality training to staff on federal, state, and institutional programs, serving as a liaison with other departments, and assisting with ensuring that Biola remains compliant with various aid program rules. This position has a high-level of autonomy in each of the areas stated above and is expected to lead the staff in these areas in a knowledgeable, competent fashion while serving as a key resource for financial aid staff and other University staff.

Department
Office of Financial Aid

Supervisor
Senior Director of Financial Aid

Hiring Range: $5,833.00 - 6,380.00 per month

Job Responsibilities:
The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Essential Duties
● Oversees the design, update, implementation, maintenance, testing, evaluation, and documentation of the financial aid software systems at Biola (including but not limited to Ellucian Banner, CampusLogic, PerceptiveContent, and U.S. Department of Education software).
● Maintains an up-to-date understanding of the functions that financial aid software can provide through training and self-initiated research. Coordinates Ellucian Banner financial aid upgrade activities with the Office of Information Technology, Financial Aid staff members and others.
● Performs extensive yearly financial aid systems configuration functions and process flow evaluation and implementation.
● Determines whether the financial aid software systems meet federal and state aid regulations, with the assistance of relevant staff. Informs the Senior Director of major inconsistencies between regulatory requirements and what the systems provide. Recommends proposals for systems with rationale (pros/cons) for such recommendations.
● Prepares and conducts systems training sessions for departmental staff.
● Coordinates timely documentation of policies and procedures related to using the financial aid software system, largely by departmental staff.
● Participates on relevant interdepartmental committees that address technical and data integrity issues affecting administrative and academic departments at Biola and provides input for scheduling system down time and purchase of relevant software.
● Supervise the specialist team members and assist with supervising the front office, counseling staff, and student workers.
● Supervise day-to-day operations of the specialist team.
● Regularly consider how students can be better served by the Office of Financial Aid.
● Works with staff to identify ways in which systems can be used more effectively in the processing of aid.
● Supervise progress of weekly file processing goals and awarding preparation, monitors progress towards meeting those goals, and addresses issues related to meeting those goals including staff performance and system issues.
● Oversee the financial aid disbursement process.
● Oversee and assist with auditing files for over awards.
● Oversee the processing systems for aid programs to ensure they are functioning appropriately.
● Oversee and assist with the processing of R2T4 calculations.
● Maintain a positive, customer service-oriented office atmosphere while providing administrative support and oversight of daily operations
● Attend training/conferences/office retreats (including out of state/overnight conferences) and disseminate information to other staff and direct reports.
● Provide backup for various office functions such as file processing, loan processing, Cal Grant processing, etc.
● Oversee and contribute to the development of written procedures, and maintenance of a yearly calendar for office functions and office calendar related to systems, aid programs, and the other office activities.
● Remain current with federal, state, and institutional financial aid regulations and policies, interpreting and implementing relevant actions and practices accordingly.
● Assist with the Special Circumstance/Professional Judgment review process and function as a leadership team contact for that process. The rules governing this process allow for a high-level of discretion in determining allowable adjustments for individual students related to the federal aid process. This position will use professional judgment in determining how to proceed with more challenging situations.
● Serve as the office liaison for the annual A-133 compliance audit and lead the office in assisting with those audits.
● Serve as the office liaison for other internal and external audits.
● Assist with counseling students and families as needed.
● Assist in the process of awarding financial aid.
● Assist in the file review process.
● Serve as a key resource to staff members for determining how to handle unique situations in accordance with federal, state, and institutional rules.
● Make judgment calls on the interpretation and practical implementation of federal and state regulations and statutes.
● Perform such other duties as may be assigned.

Objective Goals to be Attained
● Provide customer service response times that are in line with industry standards as they relate to file processing, loan processing, and other process-related functions.
● Federal and state audits that are clear of findings.
● Staff that are knowledgeable in aspects of financial aid that correspond to their responsibilities and time in the profession.
● Timely completion of annual setup items.
● Up-to-date and clear policy and procedure manuals.

Job Requirements:
Bachelor’s degree preferred. Relevant experience may be considered.

Work Requirements
● Exempt (01), full-time – 40 hours/week, 12 months per year
● This position is an on-campus position

Required Skills/Qualifications
● Welcoming, personable personality that provides helpful interactions with staff and customers.
● Prior staff management experience is preferred.
● Proficient verbal and written communication
● Computer proficiency with basic knowledge of Microsoft Office software (such as Word and Excel) and common knowledge of the web browsers and the Internet. Knowledge of Google Apps and Banner ERP preferred.
● Ability to thrive in a fast paced, high-volume environment.
● Ability to work in an environment that is highly stressful throughout much of the year.
● Critical thinking skills including the ability to problem solve complex regulatory and customer service issues by providing practical solutions.
● Knowledge of federal and state student financial aid laws and regulations.
● Confidentiality in the handling of sensitive information with discretion and respecting privacy and maintaining trust.
● Ability to interpret regulatory and statutory documents.
● Strategic thinking for considering how to lead the department in navigating the dynamic financial aid profession.
● Resourcefulness: Finding creative solutions and adapting to changing situations.

Expiration Date of Job Posting: May 31, 2026