Description

The Division of Enrollment Management is a key campus thought partner that provides collaborative leadership in university-wide efforts, utilizing systematic, innovative, and synergistic approaches to leverage a data-informed enrollment strategy to improve market distinctiveness, and execute the campus strategic plan.  The division comprises the offices of Enrollment Management, Financial Aid & Scholarships, University Registrar, and Undergraduate Admissions.

The Office of Financial Aid & Scholarships is a key contributor to student success and student access in higher education, administering all types of financial assistance for eligible students demonstrating financial need, academic merit, and/or other merit factor(s). This includes, but is not limited to scholarships, grants, loans, and/or work-study awards.

Reporting to the Director, Office of Financial Aid & Scholarships, the Associate Director of Scholarships is responsible for the management of UC Irvine’s Centralized Scholarship Platform and associated funds, cross-organizational strategic planning of scholarship programs with organization wide impact, life-cycle management of existing scholarships, planning & development of new scholarships, and marketing & outreach to current & incoming student populations and donors. Develops and implements budgets for managed functions, including supervising managers, supervisors, and/or team leaders.

The Associate Director of Scholarships plans short-term and long-term scholarship goals in alignment with campus enrollment directives. Proactively assesses risk to establish systems and procedures to protect organizational assets. Responsible for establishing a structure of duties associated with scholarship timelines, application reviews, scholarship candidate selections, and all related marketing and outreach activities. The Associate Director of Scholarships works closely with the Director & management team members from the Office of Financial Aid & Scholarships and with schools and campus leadership teams to identify need and management of scholarship programs. Recommends changes to policies and procedures to ensure accurate, efficient, and timely delivery of student aid that is in compliance with all federal, state, University, and donor policy and regulations and supports departmental objectives. Position duties and responsibilities will be performed in support of the office vision, mission, and values as well as those of the Division of Enrollment Management and the University of California, Irvine mission and goals.

First Essential Function

Manages the functional area of campus scholarship programs. Participates in the development of policy and strategies for recruitment and retention of students through scholarship and financial aid programs of functional area. Oversees fund utilization strategies to ensure accurate, efficient, and timely delivery of scholarships and student aid that is in compliance with regulations and supports campus objectives.

Second Essential Function

Provides direction to subordinate managers, supervisors, and/or staff for the management of campus-wide, division, and school specific scholarship portfolios and related marketing programs, awarding of scholarships and stipends, student aid revisions, fund transfers, and annual/quarterly reconciliations. Ensures that selection criteria for all scholarship programs are followed.

Third Essential Function

Manages institutional research and analysis for functional area. Analysis complex historical data to support forecasting and strategic scholarship programs planning.

Fourth Essential Function

Manages scholarship unit in planning and maximum utilization of federal, state, University, donor, and agency funds for functional area to determine the most effective distribution of funds, given availability, government awarding parameters, and University goals. 

Fifth Essential Function

Oversees internal control structure for functional area with thorough understanding of UCI award packaging policies and relevant program regulations administered by the federal Department of Education, the UC Office of the President, UCI, and other internal and external agencies. Ensures compliance of financial aid policies and programs with federal, state, University, agency, and donor laws, regulations, policies, and terms.

Sixth Essential Function

Manages functional area in annual financial and programmatic audits and ensures security of private information.

Seventh Essential Function

Makes decisions on performance, hiring, and other human resources related issues of managed staff.

Eight Essential Function

Recommends and manages development of IT systems and interfaces with external systems to effect efficient delivery and reporting of student aid for functional area.

Other Working Conditions

• Primarily a remote position. However, occasional on-campus presence is required to meet with students and families, collaborate with university partners, and represent the financial aid office at campus events
• Must be available to work occasional evenings, weekends, and special events
• Must complete and pass a US Department of Justice background check
• Performs other duties as assigned
• This job 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
• Complies with all policies and standards

Requirements

Required:

• Advanced knowledge of policies, regulations, and practices for awarding scholarships and financial aid, including needs analysis and packaging.
• Working knowledge of techniques for recruitment and retention of students through scholarships and financial aid.
• Thorough knowledge of University policies, processes, and procedures, including those related to supervising employees.
• Strong knowledge of advising and counseling techniques.
• Experience with project management, strategic decision making, and organizational change management.
• Ability to interpret complex policies and develop procedures to ensure compliance.
• Thorough problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability.
• Strong quantitative analysis and resource management skills.
• Experienced in staff motivation, supervision, training, and employee relations
• Organizational skills and ability to prioritize work for self and others to meet deadlines; project management skills.
• Strong written and verbal communication, active listening, persuasion, and negotiation skills.
• Strong customer service orientation.
• Ability to assess processes and implement improvements.
• Interpersonal skills including social perceptiveness.
• Experience with online marketing including social media and content marketing
• Experience using complex databases. Ability to define specifications for database programming.
• Ability to maintain security and confidentiality of information and records
• Bachelor's degree in related area and / or equivalent experience / training
• 10+ years of directly related professional experience and experience leading a team in a management role

Preferred:

• Experience using ScholarshipUniverse and UPP platforms and/or SBS
• Knowledge of Institutional Need Analysis System (INAS)

Other:

See job id # 147465 on UC Irvine's Careers Website.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

 *Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation