Assistant Director, Federal and State Programs

FINANCIAL AID SUPV 2 (004531)

UCPath Position ID: TBD_941258

Position Description History/Status

Approved Date:

5/5/2026 5:52:12 PM

Date Last Edited:

5/5/2026 5:52:08 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7050O

Organization:

ENROLLMENT MANAGEMENT

Division Code:

7600D

Division:

ENROLLMENT MANAGEMENT

Department:

504500 - FINANCIAL AID AND SCHOLARSHIPS

Position Details

UCPath Position Number:

TBD_941258

Position Description ID

254593

UC Payroll Title:

FINANCIAL AID SUPV 2 (004531)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40054226

Reports to Payroll Title:

Financial Aid Mgr 1

UCPath Department Head Position Number:

40714820

Department Head Payroll Title:

FINANCIAL AID MGR 3

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

4987

Financial Aid Officer 2

4

4988

Financial Aid Officer 3

1

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. 

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. 

Operations Management

A1.Conduct monthly reconciliation of payroll and general ledgers to Financial Aid systems to ensure appropriate program expense distribution.(E) A2.Coordinate Federal Work Study (America Reads, Community Service, Grad Master's)and University Work Study program activities and procedures with FAS units, campus departments, administrative units and off-campus participating employers. A3.Directs the Federal and State programs unit with tasks associated with the work, grants, scholarships, and loan award distribution exceeding $500 million in Federal and State funds.(E)

30%

A4.Directs the Federal and State programs unit in the tasks pertaining to meeting established institutional guidelines and state and federal regulations, and the maintenance of awards including progress reports for monthly reconciliation and auditing of awards. Consulted on review of petitions, retroactive awards, and statistics of awards.(E) A5.Provide financial information for budget planning review of Federal and State awards by Financial Aid and Scholarships leadership.(E) A6. Serve as a resource to management and counselors for complex cases and student appeals.(E)A7. Directs the timeframe of distribution of Federal and State programs for Financial Aid and Scholarships pertaining to administration issuance and accuracy of information.(E)

0%

A8.Directs the preparation of reporting at the end of each quarter, ensuring compliance with vendor requirements(U.S. Department of Education and the California Student Aid Commission)and used by the Financial Aid Office.(E) A9. Directs the analysis of procedures to utilize available technological capabilities for Financial Aid processing and the integrated system developed by the state(California Student Aid Commission)and used by the Financial Aid Office.(E) A10.Directs use of CSAC systems to facilitate the administration and processing of Cal Grants and other CSAC aid.(E) A11.Provide direction to the office and Data and Technology staff in managing and automating the processing of federal and state awards(E)

0%

A12.Coordinates the compilation of production for Grade Point Averages and educational level lists annually from the Registrar's Office for processing of Cal Grant Awards for the California Student Aid Commission.(E) A13.Direct the on-line update of financial aid system pertaining to Work-Study awards.(E) A14.Direct and monitor the processing of awards and reports any problems to the relevant maintenance staff.(E) A15.Direct and monitor requests for retroactive awards within established Federal guidelines that authorize retroactive awards.(E) A16.Supervise the Federal and State programs unit in tasks and in all related procedures associated with counseling for students with complex problems.(E)

0%

A17.Provide training to all FAS staff to maintain compliance in adhering to State regulations in the management of state aid for the California Student Aid Commission.(E) A18. Serve as Financial Aid and Scholarships representative on federal and state program panels and listserv groups.(E)A19. Serve as liaison to central administration for UCPATH system coordination.(E) A20.Assist with providing policies and procedures and back-up documentation during federal and state audits(E) A21.Ensure compliance with California Student Aid Commission's Institutional Participation Agreement for administering state aid programs.(E)

0%

Planning and Analyzing

B1.Analyze fund management reports to produce statistical reports from the general ledger.(E) B2.Coordinate reconciliation of accounts on the general ledger to verify accuracy and resolve any inaccuracies.(E) B3.Develop specifications for Tableau reports required to ensure efficient and accurate processing of aid. B4 Analyze impact of program changes on unit operations. Plan for resultant shifts in staffing requirements, timing and budgetary needs, and system support.(E) B5.Analyze current reports, practices, and procedures to ensure that available technological capabilities of financial aid systems and/or PC applications are effectively incorporated into unit operations.(E) 

25%

B6.Conduct professional judgment implemented under the Congressional methodology regulations. Review student appeals for revisions and/or re-evaluations. Advising students of various referral sources including other university departments and governmental agencies.(E) B7.Directs updates to the Financial Aid system in the evaluation and maintenance of Federal and State awards.(E) B8.Plan staffing requirements and monitor work flow to meet processing deadlines. Maintain appropriate service levels assistance to other units.(E) B9.Update and revise forms and other unit documents as information, procedures, or staff change.(E) B10.Develop objectives for the unit. Monitor progress of goals and objectives and records in a monthly status report.(E)

0%

Management of Personnel

C1.Recruit, interview, and select staff according to staff personnel union contract guidelines and other campus personnel policy.(E) C2.Evaluate the performance of the unit and make appropriate recommendations for merit increases, promotions, reclassifications, and personnel actions.(E) C3.Take appropriate disciplinary actions and develop action plans when necessary in accordance with office work rules, campus personnel policies, and union contracts.(E) C4.Provide all staff members with weekly updates pertaining to changes in order to ensure that all staff are abreast with new information.(E) C5.Meet with direct reports in a one on one setting as needed to ensure staff engagement. (E)C6.Support professional growth of staff by providing access to training and development opportunities.(E)

20%

Training

D1.Supervise training of new employees and training of other staff in specialized functions of Fed/State programs. Coordinate training with respect to changes in current procedures and schedule systems training as changes occur.(E) D2.Direct training of staff for respective duties relating to the process of award requirements, assessment, operational procedures, processing, time frame for each term, and all related duties in connection  with Fed/State programs.(E) D4.Prepare instructions, procedures, job descriptions, documents, policies, procedures, and operations for the unit.(E) D5.Maintain up to date policies and procedures on an annual basis to ensure that information does not become outdated and is easily accessible during an audit. (E)

10%

Production Control

E1.Direct establishment of production calendar for area financial aid system reports, listings, etc. for each term. Ensure the calendar is communicated in a timely fashion.(E) E2.Specify financial aid system report selections, parameters, output type and modify as needed to respond to operational needs and ad hoc requests.(E)E3. Review error reports and ensure that data is corrected as needed.(E)

5%

Reports and Statistics Oversight

F1.Direct and provide information on Fed/State programs from Fall and Winter Terms to estimate funding level for Spring Quarter.(E) F2.Coordinate the production of statistical reports of audited awards by term, quarter, and academic year. F3.Produce quarter status reports for unit including operations statistics, problems, and status of awards completed in progress. Compile and edit monthly status of reports of Fed/State awards.(E) F4.Work with programmer analysts to streamline reporting and innovate on any reporting that needs improvement.(E)

5%

Liaison and Communication

G1.Represent Financial Aid and Scholarships to students and staff in a manner that promotes goodwill and public support.(E) G2.Serve as a resource person to management and staff in developing mutually compatible policies and procedures.(E) G3.Meet with representatives from departments. Represent UCLA and Financial Aid and Scholarships on assigned committees and work groups.(E) G4.Provide information to other sections of the Financial Aid Office to keep informed of procedural changes and problems that arise. meet weekly with peers. Meet regularly with unit. Meet weekly with leadership to discuss operations, policies, procedures and to inform of work flow and assignments.(E) G5.Correspond with staff, students, parents and the general public regarding the Federal and State awards.(E)

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in a related area and/or equivalent experience/training.

Required

And

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

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall, A129

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.