Job Description

Salary
$75,000.00 - $80,000.00 Annually

Location
Tacoma, WA

Job Type
Full-time

Job Number
24-056

Department
Student Services

Opening Date
08/13/2024

Closing Date
9/15/2024 11:59 PM Pacific

SUMMARY

The Assistant Director of Financial Aid and Workforce Education is responsible for the oversight of the Worker Retraining, WorkFirst, Opportunity Grant and Basic Food Employment and Training (BFET) programs. This position also assists the Director of Financial Aid with financial aid processing and reporting. The Assistant Director is responsible for meeting or exceeding all program goals and objectives. This position works closely with other Bates divisions and departments to problem solve concerns and streamline program policies and procedures.

ESSENTIAL FUNCTIONS & OTHER DUTIES

Essential Functions 

• Assist the Director in planning, setting goals, identifying and solving problems, clarifying expectations, and evaluating processes within Financial Aid and Workforce Education Services.
• Assist with developing policies, guidelines, and procedures that ensure regulatory compliance and are consistent with institutional goals and responsive to student needs.
• Provide excellent customer service to students, prospective students, campus partners, and community organizations.
• Assume duties of the Director in their absence.
• Collaborate with other campus departmental leads in the development, implementation, supervision, and reporting of grant and contract proposals.
• Provide leadership, development, and supervision to designated staff to maximize overall performance and ensure alignment of the departments and Colleges strategic plan, core values, vision, and mission.
• Supervise and support WES staff, approve/deny leave requests, evaluate employee performance on an annual basis, establish office expectations, and take corrective action.
• Build an effective team that is results driven and characterized by collaboration, compassion, and cooperation.
• Lead community outreach efforts to recruit prospective students and support community partnership initiatives related to WES programs with a focus on diversity and equity.
• Collect, report, and utilize data to direct program development.
• Monitor Workforce Education Services program supports and service delivery for continuous improvement with a focus on streamlining our service delivery and retention process. 
• Manage the co-enrollment process through the universal WES application for a seamless transition of prospective students into other WES programs for additional resources.
• Provide reports, both written and oral, to Bates leadership, SBCTC, and various advisory committees with representation from industry, labor, and employers to include the Board of Trustees, General Advisory Committee, and program advisory committees.
• Collaborate with partner and community agencies such as the Department of Social and Health Services (DSHS), the WA Employment Security Department (ESD), WorkSource Washington.
• Collaborate with external and internal partners to meet program performance outcomes.   Responsible for ensuring all program target FTEs are met or exceeded.
• Evaluate staff awarding and reporting processes applying extensive knowledge of regulations governing aid programs.  Implement changes needed to increase efficiency, or to ensure grant compliance.
• Provide back up for determining eligibility for Workforce Education grant funds and entering funds in ctcLink.
• Oversee, administer, and monitor expenditures of student aid including but not limited to: WorkFirst, BFET, Opportunity Grant, Worker Retraining, Early Achievers, and ORIA LEP Pathway.
• Collaborate with the Business Office on account management, billings, disbursement, reconciliation, reports, and related matters.
• Collaborate with staff on the development of program manuals.
• Provide back up to staff during vacations or vacancies to include documenting contacts and activities with students in the DSHS eJas database.
• Provide technical support and serve as a ctcLink Subject Matter Expert.
• Assist with integrating all available technology to streamline services and improve accuracy.
• Participate in Local Planning Area (LPA), statewide initiatives, and various internal/external partnership meetings as needed.
• Utilize various systems and software to perform all aspects of the position, including ctcLink, eJas, and Microsoft Office Suite.

Supervisory Responsibilities - This position is responsible for the following positions: 

• Worker Retraining Specialist 
• Workfirst Compliance Specialist
• BFET Administrative Compliance Specialist 
• Workforce Education Office Assistant
• ESL Grant Compliance Specialist

Conditions of Employment 

• Once offer of employment is made, a background check including criminal record history will be conducted. Information from the background check will not preclude employment but will be contingent in determining the employee's suitability and competence to continue to perform in the position. 
• This position is required to work on campus. 

QUALIFICATIONS

Minimum Qualifications 

• Bachelors degree in education, public administration, business or related field.
• Three years of demonstrated management and tracking of budgets that exceed $1M.
• Experience monitoring multiple operating and special funding budgets and interpreting governmental policies.
• Three years of supervisory experience.

 
Allowable Substitution
If necessary, alternative combinations of education and experience may be evaluated by Human Resources for comparability.
 
Preferred Qualifications 

• Experience supervising grant funded programs.
• Demonstrated understanding of financial aid processes.

EQUAL OPPORTUNITY STATEMENT

BATES TECHNICAL COLLEGE reaffirms its policy of equal opportunity and does not discriminate on the basis of race, ethnicity, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with college policy, and applicable federal and state statutes and regulations. Bates publications are available in alternate formats upon request by contacting the Disability Support Services Office at 253.680.7010. Inquiries regarding Bates' non-discriminatory policies, including Title IX and ADA, should be directed to: For student matters, the Dean of Student Services at 253.680.7105, Downtown Campus A211. For employee matters, the Executive Director of Human Resources at 253.680.7180, Downtown Campus A326.

This recruitment announcement may be changed and/or modified without notice to meet the business needs of the college.

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