Systemwide Associate Director, Financial Aid Programs

Apply now Job no: 534929
Work type: Management (MPP)
Location: Chancellor's Office
Categories: MPP, Administrative, At-Will, Full Time

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Systemwide Associate Director, Financial Aid Programs. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.


The anticipated salary hiring range is up to $8,462 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,812 to $15,449 per month.


Administrator II

Position Information

The California State University, Office of the Chancellor, is seeking a Systemwide Associate Director, Financial Aid Programs to manage the collection, compilation, analyses, maintenance, and reporting of systemwide current and historical financial aid data internally and at the state and national level. The incumbent will provide leadership for the financial aid unit and be the primary liaison with the Chancellor’s Office (CO) Common Management Systems (CMS) team. This position will work with campuses and the CO CMS team on implementing all needed PeopleSoft functionality as well as any additional software systems. This position will assist in identifying and proposing systemwide policies. The incumbent manages the development, queries, and procedures for financial aid. The incumbent oversees projects; including but not limited to reports, forecasts, IPEDS, and ad hoc projects. The incumbent also oversees changes to the financial aid web pages and publications.

The incumbent represents the CSU on various intersegmental committees and task forces at the statewide and federal level.  The incumbent is expected to provide project management, regulatory, statutory, and audit guidance; as well as conduct presentations to campus aid directors, business offices, CSU (CMS), and educational partners. The incumbent oversees contracts of systemwide loan servicing for Federal Perkins loan, California dream loan, federal nursing loans, and systemwide institutional loans and collection agency contracts and audits of invoices provided to the CSU Chancellor’s Office and serves as the primary Chancellor’s Office liaison with campus business offices, student financial services, and collection personnel on issues and policies related to these critical services. The incumbent interfaces with the public and students on financial aid related matters.


Under the general direction of the Systemwide Director, Financial Aid Programs, the Systemwide Associate Director, Financial Aid Programs will perform duties as outlined below:

Systemwide Student Financial Aid Data & Reporting

-Manages and creates the CSU financial aid database annually and information reporting processes.

-Initiate requests for information and review reports to ensure completeness, accuracy, and integrity of the data, follow-up with campuses as necessary.

-Coordinate needed revisions to financials aid database reporting system with CMS staff and campus aid personnel in light of changing federal and state initiatives.

-Manages the design of analytic programs to compile data and reports from the financial aid and enrollment databases.

-Prepare summary reports to management, and present and interpret findings.

-Perform analyses, verification, documentation, and information dissemination associated with national reporting requirements.

-Work independently and directly with research and technical staff to accomplish required reporting.

-Manages the calendar and ensures the financial aid unit meets all reporting deadlines.

-Manages development of projects based on analytic reports and briefing materials for use annually and ad hoc as necessary. These responsibilities require consultation with CSU constituents regarding essential data necessary for use in policy analyses and involve critical quality control responsibilities to ensure the accuracy and integrity of the data.

-Produces and manages financial aid reporting for all 23 campuses on IPEDS and other national voluntary systems of accountability.

-Manages development of data analytics for public information requests.

-Manages the development, evaluation, and reporting on the administration of student financial aid programs.

PeopleSoft Campus Solutions Financial Aid Module Lead

-Serves as the CSU FA module lead and the primary contact to the CO CMS team on implementing all needed PeopleSoft functionality as well as any additional software systems. 

-Manages the implementation of all new systemwide mods and software.

-Research, analyze, and document business requirements.

-Coordinate the needs among aid offices and facilitate discussions and information flow.

-Make system recommendations and participate in setting system priorities, documenting business requirements, and project planning.

-Participate in formulating and defining system scope and objectives.

-Participate in designing systems and business process solutions to meet business requirements.

-Create high-level functional design documents.

-Serve as lead on all CSAC programs and PS implementation issues. 

-Lead and participate in RFP committees to procure 3rd party systems, if needed.

Financial Aid Committees and Workgroups

-Serve on CSU systemwide, statewide, and intersegmental committees and work groups to provide financial aid expertise and to promote the mission of the CSU.

-Participate in statewide intersegmental committees/taskforces initiating new financial aid programs/initiatives. Participates in implementation and best practice workgroups.

-Regularly briefs CO leadership on new and changing processes and policies that will directly impact the CSU including any potential risks or challenges.

-Leads work directly with system legal, contracts, technical, research, accounting, and other department, as needed, to successfully launch programs and manage changes in policy, procedures, operations, and other systemwide campus initiatives.

Policy and Guidance Support

-Provides campuses with guidance on policy, procedures, best practices, regulatory application, legislative analysis, internal controls, and audit compliance.

-Creates systemwide guides and analysis on audit internal controls, campus initiatives on all institutional, state, and federal aid programs.

-Review changes to federal law and California Education Code for impact to systemwide CSU business practices, policy, operations, and financial aid initiatives.

-Provides support to campuses on all financial aid matters.

-Provide direction and guidance to campus business offices on the application of financial aid to student accounts, Perkins loan management, and loan servicing.

-Identify and initiate data and policy analyses activities required to address proposed legislative and regulatory initiatives (at federal, state, intersegmental, and systemwide levels), budget proposals, and other decision-making needs relative to student financial aid programs as well as systemwide policies,

-Monitors all changes to federal, state, and CSU policies and regulations. Develops policies/procedures with the Systemwide Director to ensure system compliance.

-Provide guidance and support the writing of systemwide policy. As required, act on behalf of the systemwide director of financial aid programs in pursuing the goals of the unit and discharging the timely completion of required activities.

-Establish and maintain effective collaboration with other Chancellor’s Office areas (e.g. institutional research, Student Financial Services, study abroad, residency, special programs, veterans affairs, legal counsel) to support policy adherence.

3rd Party Servicers

-Provide oversight for all financial aid third party contracts, student loan billing services, collection services for existing, changing, and new financial aid programs.

-Maintain effective collaboration with campus officials regarding these activities and with multiple nationwide service providers.

-Provide continuing assessments of service levels and, in cooperation with contracts and procurements, for the preparation and execution of Request for Proposal (RFP) processes for these services.

-Provide management and oversight for systemwide contracts for student loan billing and collection agency contracts including the development and evaluation of Requests for Proposal, evaluation of ongoing services and required enhancements or levels of service, and the authorization of payment of monthly invoices for student loan billing service contract.

-Serve as Chancellor’s Office liaison to campuses for all matters related to systemwide student loan billing and collection agency contracts and work with national servicers and campuses to resolve outstanding issues. Moderate and mediate problems between campuses and servicers.

Other Duties as Assigned

-Perform other duties as assigned in support of the department of Strategic Enrollment Management’s (SEM) mission and goals.

-Participates in and leads projects and initiatives in EMS and the division Academic and Student Affairs, as necessary.

-Serves as liaison with student financial services. Provides project support, serves as primary contact for auditors.

-Provides direction, review, and correction on web updates, publications, and projects. Create written material and manage internal and systemwide web content, procedures, operational guides, and summaries that relate to existing and new student financial aid programs; including allied publications, catalog materials, and other authorized sites.

-Coordinates appropriate distribution and retention of all CO communications regarding administration of student financial aid programs and provide advice and support, including interpretation of federal and state statutes and regulations, to campus personnel.

-Participates in the review of campus financial aid web sites to ensure federal and state regulatory compliance.

-Provides financial aid related presentations and training to a variety of internal and external audiences.


This position requires:

-This position requires an earned baccalaureate degree from an accredited four-year university, or an equivalent combination of education and experience.

-A minimum five years of responsible experience related to the administration of student financial aid programs.

-Experience with CSU financial aid programs and PeopleSoft.

-Must possess and demonstrate an acute level of attention to detail, strong math and analytic skills.

-Strong professional/effective verbal and written communication skills, organizational skills.

-Ability to work independently on a multitude of tasks, often with competing priorities.

-Strong interpersonal, managerial and communication skills required to facilitate project management.

-Ability to engage in conversation to assist with requirements gathering and analysis and business process design.

-Strong leadership and interpersonal skills; experience collaborating with diverse audiences.

-Ability to apply knowledge of systems and technologies toward practical business operations; subject matter expertise or technical knowledge of student information systems and other business systems.

-Superior abilities using Microsoft Office applications and presentation software.

Preferred Qualifications

-Preference will be given for experience or related training in data management, descriptive statistics, and summary report preparation.

-A master’s degree is preferred.

-Preferred experience with project management, business process review, or change management methodologies.

-Preferred experience developing and documenting functional design specifications.

-Preferred experience working with 3rd party vendors to facilitate ongoing operations, maintenance and enhancements, preferred.

-Experience with vendor procurement, request for proposal (RFP) processes and vendor management, preferred.

Application Period

Priority consideration will be given to candidates who apply by January 23, 2024. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university 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 at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:


This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Mandated Reporter Per CANRA

The person holding this position is 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.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.


The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

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