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Associate Director


Position Category: Non-Academic
Position Title: Associate Director
School/Department: Financial Aid
Reports To: Director of Financial Aid
Time: Full Time
Term of Employment:

Information & Responsibilities

Under the leadership of the Director of Financial Aid, the Associate Director is the operational lead for the financial aid office and works in tandem with the Director of Financial Aid to deliver CalArts, federal, and state financial aid programs. The Associate Director manages Direct Lending and other student and private loan processing. This position requires a high ability to synthesize and analyze complex regulatory, financial aid, and technical information in order to support the successful enrollment and retention of CalArts students within a student-oriented culture of service.  The Associate Director is expected to be knowledgeable in best practices pertaining to institutional and federal needs analysis and compliance, loan processing, financial aid systems, and the interface processes between various financial aid systems (COD, CSS, ELM, etc).

ESSENTIAL JOB FUNCTIONS (including but not limited to)
•    Operational lead for the office of financial aid, working closely with the Director of Financial Aid to assess, develop, implement, and monitor financial aid operations
•    Maintain professional visibility both on- and off-campus through participation in campus committees, participation in professional development conferences,  and membership in professional organizations (i.e., NASFAA, CASFAA)
•    Financial aid operations include:
     o    Technical processes, i.e., development of Colleague tools to support efficient operations
     o    Interface processes, including COD, ISIR, PROFILE, Direct Lending and other loan processes
•    Manage Direct Lending and Private Loan programs and streamline processes, for instance:
     o    Workflows for counselors, automation
     o    Audit and compliance
     o    Batch processing and troubleshooting loan issues
     o    Monitoring funding, ongoing and year-end reconciliation
     o    Keeping abreast of programmatic /regulatory changes and disseminating information/training as needed
     o    Entrance and Exit interview procedures and workshops
•    Development of streamlined workflows and training all levels of office staff on efficient and compliant workflows
     o    Develop efficient financial aid workflows and processes
     o    Conceive technical and workflow solutions that enhance delivery of financial aid services
     o    Ensure procedures and work protocols are compliant, and monitor compliance
•    Development of tactical and strategic reports for internal and external audiences, including IPEDS (financial aid section), financial aid trend information, and surveys.
•    Maintain and foster effective and proactive communication with constituents including students, families, administrators, and offices with which the Financial Aid Office routinely collaborates (Admissions, Registrar, Accounting, etc.)
•    Maintain confidentiality of financial aid records and information
•    Other duties include: working with Director of Financial Aid to develop forms and application procedures, developing a streamlined appeals process, serving on appeals committee, researching and disseminating information on financial aid best practices, reconciliation of funds
•    Other duties as assigned


•    Excellent organizational and time management skills with the ability to manage multiple projects and see projects through to a timely completion
•    Exceptional orientation towards technical and systemic organization of financial aid processes and protocols, with specific emphasis on financial aid management software
•    Ability to interact effectively with varied internal and external constituencies demonstrating tact, diplomacy, discretion and good judgment
•    Ability to work responsibly, independently and collaboratively in a fast-paced environment
•    Ability to learn, adapt to, and use new computer systems and technology, and to develop, disseminate, and train others on the use of technology and operational processes
•    Ability to work with complex regulatory information and data modeling
•    Ability to manage a complex and changing environment
•    Ability to motivate staff, achieve goals and sustain a commitment to developing, enhancing, and maintaining a student-oriented culture of service


•    Bachelor’s degree required; Master's degree preferred
•    5-7 years progressively responsible experience in a college financial aid office including experience with federal and institutional needs analysis, student loan processing, or equivalent.
•    Proficiency with financial aid systems and reporting tools, including using financial aid management systems and data management tools such as Colleague, Excel, Access or others.

How to Apply

This position is available immediately.  For priority consideration before March 21, 2014, qualified candidates are invited to submit a cover letter, resume/curriculum vitae, and name and contact information for three references to rbaileychen@calarts.edu.  The position will remain open until filled.

Equity & Diversity

CalArts is proud of its diverse student body and deeply committed to
supporting the cultural and artistic aspirations of all its students. A
commitment to increasing opportunities for low-income students and
currently disenfranchised groups is necessary, as is the desire to work
to support institutional goals of equity and diversity in an ongoing
way. CalArts is an Equal Opportunity Employer (EOE). In our efforts to reach a diverse application pool, please follow the link to fill out an optional survey: http://www.surveymonkey.com/s/Eq_Div

Further Information

CalArts has a multidisciplinary approach to its studies of the arts
through six schools: Art, Critical Studies, Dance, Film/Video, Music and
Theater. CalArts encourages students to explore and recognize the
complexity of the many aspects of the arts. It is supported by a
distinguished faculty of practicing artists and provides its Bachelor
and Master of Fine Arts students with the hands-on training and exposure
necessary for an artist's growth. CalArts was founded in 1961 and
opened in 1969 as the first institution of higher learning in the United
States specifically for students interested in the pursuit of degrees
in all areas of visual and performing arts.

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