Under general supervision of the Director of Human Resources, this management position performs a broad range of professional Human Resources generalist work and analyses in support of the College’s academic and classified Human Resources functions; and other related duties as assigned.

DISTINGUISHING CHARACTERISTICS:

Incumbents serving in positions assigned to this class have, in the regular course of duties, access to, and may possess information relating to, the employer’s employer/employee relations.

The Human Resources Manager is the advanced working level classification among the Human Resources Division support staff. Positions allocated to this class experience extensive contact with the public and staff.

This position will perform hiring and placement support functions; will assist in union negotiations; will serve as back-up to the Human Resources Director in union grievance matters; will chair the District’s Staff Diversity Council meetings and be responsible for the Equal Employment Opportunity Plan; will take the lead role in the implementation and maintenance of Banner and People Admin; will ensure all job descriptions are current and accurate.

REPRESENTATIVE DUTIES:

Essential duties and responsibilities include the following. Other job-related duties may be assigned.

• Prepare and maintain a variety of personnel related information, statistics and documentation such as recruitment files, personnel files, department reports, collective bargaining and other reports.
• Ensure efficiency and excellent customer service
• Research information and provide input to the Director of Human Resources on a variety of Human Resources related matters; prepare reports and correspondence as needed.
• Provide information and documents for the collective bargaining process; participate in contract negotiations and maintain collective bargaining agreement.
• Interpret, explain and apply the California Education Code, Federal and State labor laws and College policies, procedures and regulations
• Verify employee salary placements, enter information in the District software system (Banner) and provide related documentation to the employee and appropriate departments.
• Maintain and process employee salary information into Banner, the integrated software system and provide related documentation to the employee and appropriate departments.
• Perform complex technical duties preparing and processing a variety of confidential information including but not limited to salary analysis, upward mobility and reclassifications, along with other legal and compliance issues.
• In the absence of the Human Resources Director, oversee day-to-day activities of the office to assure efficient and effective office operations.
• Utilize the District’s integrated software (Banner) in performing the required duties of the position.
• Oversee recruitment and selection processes on all positions; assure compliance with county, state and federal regulations and guidelines concerning Human Resources administration.
• Oversee activities related to classification, salary placement and orientation for new employees.
• Prepares a variety of reports and correspondence, including but not limited to employment, equity and diversity required by state and federal agencies.
• Serve as Equal Employment Opportunity representative on selection committees on new faculty positions; assure compliance with Equal Employment Opportunity rules and regulations.
• Responsible for preparation and submission of Solano Community College District EEO plan.
• Work with departments to assess and improve organizational structure for effectiveness; develop new classifications by analyzing relevant job functions, reporting relationships and job qualifications.
• Plan and conduct classification studies to determine appropriate duties, responsibilities, classification and allocation of positions; write and revises job descriptions as necessary.
• Gather, summarize and analyze salary comparison data and make recommendations; conduct studies of internal class relationships for compensation purposes.
• Conduct confidential reference checks with individuals, companies, organizations and public agencies, using tact, discretion and analytical ability, to assist in determining potential applicants’ suitability for employment.
• Prepare personnel-related Board actions in accordance with established formats and timelines; prepare, compile and organize appropriate background materials for open and closed sessions of the governing board meetings.
• Perform other related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Methods, practices, terminology and procedures used in Human Resources administration.
• Recruitment and salary placement of classified and academic employees.
• Customer service and prompt application notification.
• Applicable sections of District policies and other applicable regulations.
• State and federal laws, codes and regulations concerning Human Resources administration, including equal employment opportunity and COBRA.
• State minimum qualifications for faculty, administration and other academic positions.
• Research methods, report writing and proofreading techniques.
• Reclassification principles and procedures.
• Duties performed in a variety of occupational fields.
• Specific guidelines for selection compliance.
• Technical aspects of processing new employees and maintenance of employee’s files.
• Fingerprinting techniques, regulations, policies and procedures.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District personnel policies and procedures.
• Interpersonal skills using tact, diplomacy and courtesy.
• Recordkeeping techniques.
• District organization, operations, policies and objectives.
• Current technologies, personal computers, and associated office software such as word processing, spreadsheet, presentation, and/or database software.

ABILITY TO:

• Use computer programs necessary for recordkeeping and databases.
• Coordinate and assist with planning of operation activities of the Human Resources office.
• Coordinate, plan, management and perform a variety of complex technical duties related to the employment, recruitment, benefits and records for the District’s academic or classified personnel.
• Perform complex technical duties preparing and processing a variety of confidential information.
• Manage, coordinate, plan and perform complex analytical research
• Manage and coordinate district fingerprinting program.
• Perform complex assignments independently.
• Operate a variety of office equipment such as computer, calculator, copy machine and scanning devices.
• Research information and analyze data to arrive at valid conclusions, recommendations and plans of action.
• Perform, simultaneously, numerous assignments with close attention to detail, schedules and deadlines.
• Apply good judgment when faced with competing priorities.
• Assure compliance with a variety of complex government regulations.
• Learn new procedures, files, systems and equipment including utilization of data processing systems.
• Research and prepare position descriptions and Classification and Compensation Analysis.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.
• Develop and maintain a system for confidential personnel records.

MINIMUM QUALIFICATIONS:

EDUCATION: Bacherlor’s degree with major course work in Human Resources, Business, Psychology or Liberal Arts.

EXPERIENCE: AND five years of increasingly responsible Human Resources experience.

PERFERRED QUALIFICATIONS:

EDUCATION: Bachelor’s degree in Human Resources, Business Management, Business Administration, Public Administration or related field OR equivalency based on experience.

EXPERIENCE: AND experience in a college or other educational setting including, five years of progressively responsible experience in human resources; experience with Banner system - human resources data storage and reporting system.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• See for the purpose of reading regulations, laws and codes, rules and policies and other printed matters.
• Dexterity of hands and fingers to operate a typewriter and computer keyboard
• Reaching overhead, above the shoulders, and horizontally, bending at the waist.
• Hear and understand speech at normal levels.
• Speak so that others will be able to understand a normal in-person and telephone conversation
• Sit or stand for extended periods of time.
• Lift and/or carry 20 pounds.
• Exert manual dexterity sufficient for keyboard and other office equipment operation.

BASIC FUNCTION:
Under the supervision of the Executive Vice President of Academic & Student Affairs, the Director of Financial Aid is responsible for the leadership, management and administration of the student Financial Aid Office and its functions, including but not limited to accounting operations, budget preparation, preparation of federal, state and district reports; maintenance of Federal fund budgetary controls and regulatory compliance, and the delivery of funds and services to students.

The Director maintains compliance with all federal, state and local regulations governing student aid programs; coordinates and oversees audits, compliance reviews and account reconciliations and ensures institutional compliance with relevant regulations and statutes.

The Director of Financial Aid is the designated official for the District in charge of all federal and state student financial aid programs and as such certifies that the District is in compliance with all federal and state regulations and laws governing the administration of student financial assistance programs; compiles and submits required reports to the Department of Education and the state Chancellor’s Office; administers the federal grant, loan, and work study programs; administers the state fee waiver and Cal Grant programs; advises senior management regarding federal mandates, implementation updates and compliance factors; prepares and submits applications for financial aid funds.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Manage a complex Enterprise Resource Planning (ERP) system which is used to coordinate the delivery of student financial aid and the maintenance of student financial aid records. Evaluate, assess and implement new and/or revised technology to address changing needs and requirements; troubleshoot student management computer system, Financial Aid Web, and other Financial Aid software issues. Provide leadership for the development and implementation of an automated financial aid system in conjunction with the Information Technology Department.
• Recommend, interpret, and administer and update financial aid policies ensuring compliance with pertinent federal, state and local laws and contractual regulations; maintain liaison with federal, state, county and other agencies to answer questions, resolve problems, provide data, interpret and apply changes in rules and regulations concerning financial aid. 
• Coordinate financial aid operations with other appropriate college units, including Admissions and Records, Extended Opportunities Programs and Services, Fiscal Services, Informational Technology and the Counseling Division.
• Establish program goals, objectives and measurements, and Student Services outcomes as reported in the annual unit plan. Prepare and analyze detailed financial statements and forecasting reports; make recommendations based on results. Research, analyze, develop and recommend departmental processes and procedures to increase and improve operational efficiency and to ensure proper controls and regulatory compliance.
• Develop system for appropriate need analysis and determine individual student eligibility for various aid programs; verify documents and maintain student generated information used to determine eligibility for financial aid awards.
• Participate in college outreach activities; direct and provide multilingual financial aid information and services (as possible) to current and prospective students.
• Manage the student loan collection activities; and in collaboration with the Fiscal Services Office, develop and direct a loan default prevention program.
• Prepare a variety of Financial Aid program related reports and correspondence including reports for the Governing Board; make public presentations to students, parents, faculty, staff and community groups.
• Remain current with new innovations in Financial Aid higher education by regularly attending training meetings, workshops, conferences and financial aid professional organization meetings such as California Community Colleges Student Financial Aid Administrators Association (CCCSFAAA), California Association of Student Financial Aid Administrators (CASFAA), Western Association of Student Financial Aid Directors (WASFAA) and Free Application for Federal Student Aid (FAFSA).
• Develop and provide strategic planning for Financial Aid programs and services.
• Read, comprehend, interpret, implement, and ensure compliance with federal and state regulations and statutes governing Financial Aid programs and services including the Federal Pell Grant, Federal Supplemental Education Opportunity Grant, Federal Work Study, Federal Family Educational Loan Programs, Cal Grants, Board of Governor’s Fee Waivers, scholarships, and other related programs. 
• Design and implement a strong marketing, outreach and recruitment effort to inform students and community about financial aid opportunities and resources, and collaborate in the overall college marketing, outreach and recruitment planning and activities. Meet with students to resolve eligibility appeals, enrollment issues, dependency overrides, and payment of college fees and refunds, and, may refer students to appropriate student services; meet with students to resolve problems, conflicts, complaints and initiate corrective action.
• Independently perform high-level decision work involving professional judgment in the interpretation and application of policy and procedures. Coordinate and oversee audits, compliance review and account reconciliation, and ensure institutional compliance with relevant regulations, codes and statutes.
• Direct, train, supervise and evaluate financial aid staff; conduct regular meetings with staff to inform them of program policies, procedures, and deadlines as needed; develop and write a procedures manual for Financial Aid and Veterans staff; provide for staff development. Plan and control the District’s scholarship program to assure awarding of scholarships consistentwith applicable requirements.
• Perform related duties as required or assigned.
• Provide evening supervision as scheduled.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• Federal and state Financial Aid programs, rules and regulations.
• Higher education mission, organization, operations, policies and objectives in community colleges.
• Evaluation methods.
• Budget preparation and control.
• Principles and practices of program administration, supervision and staff development.
• Effective interpersonal communication.
• Policies, regulations, and objectives of assigned programs and activities.
• Programs, functions, purposes and goals of the division/area.
• Demonstrate skill in respectful, sensitive and effective communication with people who are diverse in their cultures, ethnicities, language groups, and abilities, and with individuals from all other groups protected from discrimination; sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
• Effective practices and methods for program planning, developing, implementations, and evaluation.
• Federal, State and local student financial aid and award programs, regulations and guidelines.
• Fundamental accounting and fiscal reporting procedures.
• Modern office practices, procedures and equipment.
• Data processing applications to financial aid needs analysis, accounting and recordkeeping, ERP, Title IV WAN, and federal electronic software.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Applicable sections of Federal Financial Aid State Education Code and other applicable laws.
• Technical aspects of Financial Aid.
• Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

• Work within complex, integrated ERP systems.
• Coordinate activities with Information Technology Services
• Design, develop, and propose modifications in order to meet student and Financial Aid needs.
• Communicate effectively, both verbally and in writing, with faculty and staff, students and community members.
• Work effectively with students, faculty, and staff from diverse backgrounds and disabilities to promote access and equity.
• Maintain current knowledge of program rules, regulations, requirements and restrictions.
• Work cooperatively and coordinate projects with other administrators and staff to offer effective services to students.
• Organize and chair meetings, lead workshops, facilitate group discussions and involve faculty and staff in idea generation, goal setting and decision-making.
• Meet schedules and time lines; organize multiple projects effectively; and carry out required project details throughout the year.
• Evaluate and support staff recommendations for program improvements and/or new program efforts.
• Plan, coordinate, organize and direct Financial Aid, and related programs.
• Read, interpret, explain and apply provisions of federal, state and local rules, regulations and guidelines related to financial aid programs.
• Exercise sound, professional judgment in reviewing and screening applications for grants, work study, and loans to determine eligibility according to federal and State guidelines.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with other offices on and off campus.
• Work independently with little direction.
• Analyze situations accurately and adopt an effective course of action.
• Maintain records and prepare clear and concise complex reports.
• Work confidentially and with discretion.

EDUCATION AND EXPERIENCE
Bachelor’s degree from an accredited college or university is required; a master’s degree is preferred in business, public administration, student personnel education, social sciences, or a closely related field and demonstrated successful progressively responsible experience in Financial Aid. Two years experience as a Director or an Associate Director with a college, or three years of comparable experience in a supervisory or management capacity with a school district, or any equivalent combination of training and experience whereby an individual has attained the above knowledge and abilities.
 

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