Ohlone College

Posted: 8/30/2019

Position Type: Full-Time (Paid)

Function: Finance/Accounting

Primary domain: Education

City: Fremont

Postal code: 94539

State: California

Country: United States

Organization Information:


Not Available


Mission statement:

A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.

Position Details:

Job Description:


Ohlone College

Position Description:

Ideal Candidate Statement:

The ideal candidate will have experience in student financial assistance, budget management, state and federal regulations, cross-cultural counseling, and working with under-represented groups. The ideal candidate will have demonstrated ability to organize and supervise student financial aid services to optimize service, implement best practice work routines, and develop internal controls assuring appropriate compliance with regulations and use of funds.

Job Description Summary:

Under the direction of the assigned administrator, the Financial Aid Supervisor organizes, coordinates and supervises day-to-day technical processes and general operations in the financial aid office; trains, supervises and evaluates the performance of assigned staff; provides financial aid system training and support to staff and/or student employees; ensures compliance with relevant regulatory requirements; This position works in collaboration with the Admissions and Records supervisor to create a welcoming entry point to the college through effective practices and commitment to quality student services.

Knowledge Skills and Abilities:


1. Applicable laws, codes, regulations (Title IV), policies, procedures, etc. related to financial aid and scholarships.

2. Specialized functions, programs, activities and operations of the Financial Aid Office.

3. Knowledge and familiarity with various Department of Education software, word processing, spreadsheets, databases and financial aid systems.

4. Interpersonal skills using tact, patience and courtesy and strong cross-cultural competency.

5. Correct English usage, grammar, spelling, punctuation, and vocabulary.

6. Principles and practices of supervision, training, and providing work direction.

7. Oral and written communication skills.

8. Budget preparation and record keeping.

9. Operation of office machines including computer equipment and software.

10. District policies and procedures.

11. Functions, programs, activities, operations, and program reporting requirements

Skills and Abilities to:

1. Supervise, organize, train and evaluate the work of technical and clerical personnel.

2. Recommend and implement goals and objectives of the assigned program.

3. Prepare reports and meet deadlines.

4. Collaborate with administrators and other members of the campus community in enrollment services.

5. Analyze situations accurately and adopt an effective course of action.

6. Operate a computer using a variety of software programs including ERP .

7. Establish and maintain cooperative-working relationships with those contacted in the course of work.

8. Interpret, apply and explain rules, regulations, policies and procedures.

9. Work independently with a minimum of supervision.

10. Ability to interpret complex data sets and apply data driving decision making processes.

Essential Duties:

The Financial Aid Supervisor takes responsibilities in planning and developing methods and procedures to implement, and administering the overall activities of a financial aid department. The position is responsible for the development and administration of the college’s Financial Aid Program in compliance with federal, state and applicable laws, policies and regulations.


1. Plan, organize, coordinate, and supervise the day-to-day operations of staff to ensure efficient delivery of services to students, faculty, staff and the community at large.

2. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, and discipline personnel according to established policies and procedures.

3. Provide detailed information to students, parents, faculty, and staff concerning the financial aid process, programs available for students.

4. Determine eligibility for financial aid and awards Cal grants, Pell and campus-based aid and state aid programs.

5. Prepare and submit project proposals and a variety of state and federal reports or electronic data and statistics in a timely manner.

6. Maintain Supervise and update office procedures and ensure that staff are apprised and trained on the changes from the district, state and/or federal agencies.

7. Provide information and technical assistance for Financial Aid pertaining to Financial Aid programs and staff.

8. Coordinate with District ITS to provide technical solutions regarding the campus financial aid system and assistance as needed in the day-to-day usage; test and practice patches/upgrades in collaboration with ITS .

9. Reconcile financial aid grant program accounts in-house and with the Business Services Office on a monthly basis.

10. Assist in the preparation and administration of annual program budgets and preparation of recommendations and justifications regarding budget requests. Maintain financial aid program expenditures and records of financial aid grant programs

11. Maintain compliance standards for federal and state financial aid programs. Ensure conformance to federal, state, and District policies, procedures, and regulations.

12. Plan and coordinate with the outreach department to implement Financial Aid outreach activities.

13. Attend and conduct a variety of meetings as assigned; participate on campus and community committees promoting the needs and interests of financial aid students; prepare agendas for meetings as appropriate.

14. Attend statewide conferences as assigned and participate professional development to have continuous improvement in departmental processes.

15. Collaborate with the Ohlone College Foundation to oversee the scholarship program to ensure timely availability and access to scholarship applications and to ensure scholarship awards are posted in a timely manner.

16. Assure proper accounting and disbursement of financial aid monies according to established procedures in addition to appropriate reconciliation work.

17. Collaborate with the Admissions and Records supervisor in efforts to continuously improve efficiencies and integration of services between Financial Aid and Admissions and Records departments.

18. Perform other related duties as assigned.


Education and Experience:

1. Demonstrated sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, cultural, disability, and ethnic backgrounds of the students we serve and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.

2. Bachelor’s degree from an accredited institution in accounting, finance, business administration or related field.

3. Three years of relevant experience in a Financial Aid Office, including supervisory or related leadership experience.


Salary Range:

87,412 - 111,565

Posting Detail Information:

Number of Vacancies: 1

Close Date: 9/18/2019

Open Until Filled: No

Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.

Benefits Statement:

Ohlone offers a competitive benefits package. Employee pays for health benefits from salary. Below is a list of some of our offerings:

1. Medical, dental, vision, life insurance, EAP and LTD

2. Membership in Public Employees’ Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA )

3. Contribution to O.A.S.D.I. (Social Security)

4. Paid vacation

5. Paid sick leave

6. Paid holidays and district-paid floating personal days

7. Longevity pay step increase based on your years of service

8. IRS Section 125 Flexible Medical Spending Plan

9. 457(b) Deferred Compensation Plan (employee contributes)

10. 403(b) Tax Shelter Annuity Plan (employee contributes)

*Benefits will be prorated for positions less than 100%

Immigration Reform & Control Act of 1986:

Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.”

EEO Statement Summary:

The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.

If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment:

Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts and proof of freedom from tuberculosis. In addition you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance.


Commensurate with Experience

Posting Expiration Date:


How to Apply:

To apply, visit:

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