Associate Director of Financial Aid

Please Note: The salary range for this position is $89,053.00 - $110,180.00 annually. The salary will be determined based on the candidate's qualifications and related experience. Typically, new hires start no higher than $92,764.00/year, based on Pierce College's Administrative/Exempt Compensation Plan.

The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. The Pierce College District is committed to being an anti-racist institution; to truly be anti-racist we must work deliberately to eliminate barriers that have prevented the most promising and capable students from entering and thriving in college.

The Associate Director of Financial Aid plays a key leadership role in supporting the Director of Financial Aid with the overall management of the Financial Aid Office and ensuring efficient, effective departmental operations. The Associate Director oversees daily operations and staff supervision, which includes managing and monitoring schedules, providing training and professional development, and fostering an environment that prioritizes excellent customer service. 

The Associate Director will assist in developing departmental policies and procedures, ensuring compliance with federal and state regulations, performing internal audits, reconciliation of funds, and assisting in Federal Fiscal Operations Report and Application to Participate (FISAP) and the Washington State Achievement Council Unit Record Report (URR) preparation. 

As a member of the Financial Aid Leadership Team, the Associate Director collaborates closely with the Director of Financial Aid and the Financial Aid Manager to set strategic vision for the department, establish goals, and drive initiatives to improve the financial aid experience for students and families.

This position reports directly to the Director of Financial Aid. This position requires regular and consistent attendance. 

About the District

Pierce College is a high-performing, mission-driven, data-informed, student-focused district committed to equity, diversity, and inclusion. For 55 years, Pierce College has developed a national reputation for academic excellence and support services to ensure student success. The district is proud of the many awards and recognitions it has received. Pierce College is an Achieving the Dream Leader College of Distinction and was the 2017 recipient of their prestigious Leah Meyer Austin Award, given for measurable improvements in student outcomes.

Named as a Top 5 Finalist and a Rising Star for the 2019 Aspen Prize for Community College Excellence, Pierce College Fort Steilacoom was recognized for exceptional achievements in student learning, certificate and degree completion while in community college and after transferring to a four-year institution, employment and earnings rates after graduation, and access for and success of minority and low-income students. Pierce College District was named as a Top 10 finalist for the 2021 Aspen Prize and a Top 25 for 2023. Pierce is also one of 30 original AACC Guided Pathways colleges and one of first five College Spark Washington pathways colleges. We have bold goals to have all students on a career pathway to increase completion rates for all students and to close achievement gaps by 2027. Want a feel for our District. Take a peek with aerial campus views!
 

Pierce College at Fort Steilacoom

Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake. 

Pierce College at Puyallup

Located on an expansive site with 125-acres of wooded land including modern facilities and beautiful hideaways.

Pierce College at JBLM

Located at the Joint Base Lewis-McChord military sites, serving many of our military and active duty families serving our country. 

Our colleges enjoy a strong presence in the communities in which they serve and participate in numerous partnerships with business, community, government, and educational organizations.

The Associate Director of Financial Aid will be responsible for the following, but not limited to:

Department Leadership & Supervision 

• Assist with the administration, funding and reconciliation of financial aid including but not limited to, Pell Grant, Supplemental Educational Opportunity Grant, Loans, Work Study, Washington College Grant, Scholarships, and Pierce College Grant.

• Provide direct supervision to financial aid staff, including assigning responsibilities, evaluating performance, and ensuring staff are trained in accordance with state and federal regulations and guidelines.

• Serve as the Director of Financial Aid as needed in the absence of the Director.

• Assist with developing policies, guidelines, and procedures that ensure regulatory compliance are consistent with institutional goals and are responsive to student needs.

• Serve as a resource to assist staff with complex situations and questions by troubleshooting issues and directing staff to helpful resources and guides.

• Ensure confidentiality of student financial aid data and compliance with FERPA and financial aid regulations to uphold privacy and security standards.

• Develop training materials and implement training opportunities for staff to ensure professional development and thorough understanding of financial aid practices.

Funds Management 

• Serve as a liaison between financial aid, enrollment services, student financials and fiscal services, collaborating on account management, billings, disbursement, reconciliation, reports, fraud, and related matters.

• Review, process, and determine eligibility and fund amounts among federal, state, and institutional funds by applying extensive knowledge of regulations governing aid programs.

• Analyze and evaluate files for eligibility based on application data, federal database matches, and academic progress requirements.

• Review for over-awards or discrepant file information.

• Process withdrawal and repayment calculations.

• Collaborate with the workforce education staff to enter funds for students funded with worker retraining, Opportunity Grant, Basic Food, Education, and Training (BFET) programs. 

• Collaborate with basic needs staff to enter funds for students funded with SSEH and SEAG emergency grants.

• Exercise professional judgment in making financial aid decisions with supporting documentation.

• Assist in monitoring student enrollment levels and financial aid distribution to make data-driven decisions.

• Develop quarterly priority timelines to ensure students have funding plans to support their financial needs.

• Work collaboratively to evaluate academic progress and maximum timeframe appeals in line with institutional and office policies for Satisfactory Academic Progress (SAP).

• Provide quality assurance checks of files processed by other staff members within the department to ensure regulations are being appropriately applied and students are being awarded equitably.

• Assist the director in reconciling expenditures of financial aid and scholarship accounts.

• Assist in resolving discrepancies including daily error reports.

• Review and update financial aid consumer information, student forms and work study job descriptions on a yearly basis and work with other team members to ensure forms and the web pages are current.

• Work collaboratively with Finance on drawdown processes in G5 and WSAC to ensure funds are appropriately collected and reconciled for all expenditures.

Technology & Compliance Reporting

• Assist with preparing and providing documentation to support reporting requirements to the State Board for Community and Technical Colleges, the Washington Student Achievement Council, and other agencies as required for participation in federal and state financial aid programs. Reports include, but are not limited to, Fiscal Operations/Application to Participate report, the Unit Record Report, Washington College Grant, College Bound Scholarship, and State Work Study monthly cash requests.

• Ensure technology platforms used to manage financial aid applications, awards, and disbursements are functional, effective, and maintain compliance with state and federal regulations.

• Improve technology processes by evaluating, automating, and streamlining procedures to improve efficiency and provide timely distribution of funds and customer service to students.

Campus Involvement & Service to Community 

• Conduct workshops and other informational activities for prospective and current students on campus and within the community when information on financial aid is requested.

• Collaborate with community agencies to ensure that students have the support needed to successfully apply for financial aid by completing the FAFSA and WASFA.

• Participate in professional organizations at the local, state, and regional levels.

• Maintain positive and collaborative working relationships with departments and divisions within the college.

• Serve on designated college committees, task forces and teams.

• Perform other related duties as assigned.

Education Required

• Bachelor’s degree in Business, Education, or closely related field, from an accredited college or university.

Experience Required

• Three (3) or more years of experience administering financial aid in a higher education setting.

• Extensive knowledge of federal and state financial aid regulations and financial aid software systems.

• Supervisory experiencing including training others.

• Demonstrated ability to work effectively to serve a diverse community of learners.

• Excellent written, oral, and interpersonal communication skills.

Special Requirements and/or Conditions of Employment

• After a conditional offer of employment, the successful candidate must consent to and pass a criminal records background check. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability to perform in this position.

• Must not be in default on student loans.

Required Competencies

• Demonstrated organizational skills, with the ability to prioritize and manage multiple tasks simultaneously while ensuring deadlines are met and priorities receive appropriate attention.

• Proficiency in using computer software to run reports, create spreadsheets, and track, organize, and interpret data to support informed decision-making and monitor progress.

• Demonstrated ability to think critically about how to serve minoritized and underserved students and implement targeted strategies to do so.

• Ability to manage multiple competing priorities while maintaining high performance in stressful environments, including staying organized, focused, and adapting to changing circumstances to achieve desired outcomes.

• Ability to assess complex situations, identify problems, and develop effective solutions.

• Strong critical thinking skills and experience in consensus building and problem solving.

• Ability to effectively manage customer interactions by addressing concerns and complaints with empathy and resolving conflicts calmly.

• Demonstrated ability to work collaboratively in a team environment, both in person and virtually, across multiple locations and sites, including sharing ideas and supporting team members to achieve common goals.

Application Requirements
To be considered for this position, applicants must:

• Meet the required qualifications as outlined in this announcement.
  
• Complete the online application profile at https://www.pierce.ctc.edu/hr and apply for the specific job opening.
  
• Cover Letter: Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement.
  
• Resume: Upload (attach) detailed résumé of all educational and professional experience.
  
• Transcripts: Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education and/or coursework. International transcript must include a foreign transcript evaluation. For a list of approved credential evaluation services, visit: https://www.naces.org/members.
  • Please note: Certain positions require specific levels of educational attainment such as a post-secondary degree, licensures or certifications. In order to evaluate applicant materials to determine if the minimum qualifications are met, information regarding your education and experience should be included in your application materials.
    
  • Applications without transcripts attached, may receive notification that their application materials are incomplete. If you receive a notice and information has been provided elsewhere in your applications materials, please disregard. (Unofficial transcripts acceptable for application process; official transcripts required upon hire).
    
• References: Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. One of which must be your current or most recent supervisor. Letters of recommendation will not be accepted. 
  
• Supplemental Question: Provide a response to the following question.

To learn more about our Equity, Engagement, and Belonging efforts, please visit: https://www.pierce.ctc.edu/about/mission-vision/equity-engagement-belonging/.

Special Note
To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date. 

All correspondence regarding your application status will be sent to the email address associated with yourSCHOOLJOBS.COMaccount. Please make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.

Terms of Employment
This is a full-time, administrative-exempt position. The primary work location will be at Pierce College, Puyallup campus. Frequent travel to Pierce College campuses or other sites may occur.

Standard work hours are between 8:00 a.m. and 5:00 p.m., Monday through Friday, with occasional evening and weekend hours required. Regular and consistent attendance is required. 

Salary & Benefits

The salary range for this position is $89,053.00 - $110,180.00 annually. The salary will be determined based on the candidate's qualifications and related experience. Typically, new hires start no higher than $92,764.00/year, based on Pierce College's Administrative/Exempt Compensation Plan.

Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided.

Physical Work Environment
This position works indoors in an office environment that requires visual concentration, dexterity, and precision, and is subject to frequent noise and interruptions, and operates in a dynamic and fast-paced environment.

Reasonable Accommodation
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Please Note
This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the district’s needs will be eligible for further consideration.

Notification of application status normally occurs 4 to 6 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include written, oral and performance examinations, and final interviews.

Conditions of Employment
Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Conditional offer letters will be accompanied by a declaration and authorization to release information form to be completed by the applicant. Disclosure is required under Washington State Law RCW 28B.112.080.

An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.

Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Equal Opportunity
Pierce College supports and values the dignity of each member of its community and visitors, and is committed to maintaining an environment free from discrimination and harassment. This commitment applies to all levels and areas of operations and programs and is intended to ensure that all students and employees are provided equitable opportunities to realize their goals and to function safely and effectively within the Pierce College environment.

Pierce College recognizes its responsibility under state laws and their implementing regulations to investigate, resolve, implement corrective measures, and monitor the educational environment and workplace to stop, remediate, and prevent discrimination on the basis of race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal. Pierce College prohibits discrimination against and harassment of members of these protected classes, as well as any additional class(es) protected by local, state, or federal law. Any individual found to be in violation of this policy will be subject to disciplinary action up to and including the possibility of exclusion from Pierce College facilities, dismissal from Pierce College as a student, and/or dismissal from employment, as applicable.

Members of the college community, guests, or visitors who believe they have been the subject of discrimination or harassment should report the incident or incidents to the District Title IX/EEO Coordinator identified below. If the complaint is against that Coordinator, or if for some other reason a report cannot be made to the Coordinator, the complainant should report the matter to one of the alternate designees listed below.

District Title IX Coordinator and District Section 504 Coordinator
Kelly Benson
Pierce College Fort Steilacoom
Cascade Building, Room 237
9401 Farwest Drive SW, Lakewood, WA 98498-1999
253-964-6716
[email protected]

District Affirmative Action Officer 
Paula Henson-Williams
253-864-3229
[email protected]

Deputy Title IX Coordinator 
District Athletics
Duncan Stevenson
253-964-6612
[email protected]

Deputy Title IX Coordinator 
Student Conduct
Julie Draper Davis
253-912-2331
[email protected]

Deputy Title IX Coordinator 
Pierce College at Joint Base Lewis-McChord
Ron Burleson
253-912-2242
[email protected]

Deputy Title IX Coordinator 
EEO/Human Resources
Deena Forsythe
253-964-6586
[email protected]