Financial Aid Director, School of Medicine

Updated: about 1 month ago
Location: Campus, ILLINOIS
Job Type: FullTime


Reporting to the associate dean for admissions, the director of financial aid oversees the school of medicine office of financial aid to provide comprehensive financial aid services to prospective and current students enrolled in the school of medicine MD Programs, the Physician Assistant Program (PA), and the Master of Science in Anesthesia Program (MSA) (approximately 1,200 enrolled students). The Director manages the day-to-day financial aid operations to ensure compliance with University, School of Medicine, state, and Federal regulations; establishing policies and procedures to determine eligibility for financial aid and scholarships. The Director supervises support staff in need analysis of financial aid applications, compile and deliver financial aid packages, monitors aid disbursement, and processes financial aid refunds. The Director will focus on providing the highest level of integrated student service through individual financial aid advising and financial wellness programming.



  • Design policies and procedures to ensure effective, efficient, and timely implementation of financial aid processes; Develop and maintain detailed cost of attendance budgets through data-driven methods; Formulate institutional scholarship methodology; Oversee processing of financial aid applications and documents; Perform testing procedures prior to packaging, Ensure aid disbursements and student refunds are carried out with accuracy and in accordance with Federal and institutional regulation (30%)
  • Manage accurate student records and financial aid data retention; oversee department communication strategies; work closely with Registrar, Admissions, and other departments to ensure cohesive service delivery to prospective and enrolled students. Work in collaboration with the registrar to verify enrollment status and satisfactory academic progress prior to disbursement of financial aid. (20%)
  • Implement analytics initiatives and data-driven decision making through creation of dashboards and data visualizations to strengthen stewardship of scholarship budget and to enhance internal and external reporting efforts. (10%)
  • Evaluate appeals for changes in financial aid, including special circumstances and budget adjustments. (10%)
  • Collaborate closely with the Office of Donor Engagement in allocation of donor funded endowments (300+) to ensure adherence to fund resolution criteria (10%)


  • Deliver exceptional service to all internal and external customers with a student-centered and proactive approach to financial aid, financial literacy, debt management. Lead financial wellness and advising programs for all university school of medicine students in medical degree, Master of science in anesthesia, and Physician Assistant programs. (5%)
  • Collaborate with the school of medicine officials, registrar, admissions, development and various departments for strategic goals, compliance, enrollment verification, and financial aid online presence (5%)
  • Provide, plan, organize, and collect individual student data and reporting for institutional research, national medical school reporting for the Association of American Medical Colleges, Liaison Committee on Medical Education, and other accrediting agencies ensuring all reporting is accurate and timely. (5%)
  • Provide leadership, direction, and training in maintaining student privacy, including ensuring compliance with Family Educational Rights and Privacy Act and providing training as needed; Ensure that information and data safeguard protocols are in place to protect student information. (5%)
  • Review outside scholarship information and write letters of recommendation for students applying for scholarship support. (<1%)
  • Provide ongoing support to graduates as they navigate through the complexities of loan repayment, deferment, and forbearance. (<1%)
  • Resolve student aid application, billing, loan deferment, and delinquency issues, using professional judgment. (<1%)
  • Participate in appropriate professional associations. (<1%)
  • Perform other duties as assigned. (<1%)


    Department: Frequent contact: Admissions Office staff, Associate Dean for Admissions, and Senior Director of Admissions and Financial Aid to ensure enrollment and financial aid aims are aligned with institutional recruiting goals. Moderate contact: School of Medicine Registrar to respond to enrollment changes to ensure proper aid allocations, School of Medicine Student Affairs to ensure proper financial education and support is given to the students of each program. Cleveland Clinic Lerner College of Medicine (CCLCM) Financial Aid Manager to ensure consistent delivery of aid and programmatic efforts. Occasional contact: Physician Assistant program Administrative Director, Master of Science in Anesthesia Program Director to advise on the financial aid process and present financial aid information to students. School of medicine office of finance and administration to coordinate budgetary expenditures and endowment allocations. Senior director of medical education to ensure financial aid and curriculum alignment to meet both federal standards and student needs. Chairperson of the school of medicine committee on students (disciplinary and promotions committee) to advise on financial aid options for current medical students that are deviating from the standard curriculum.

    University: Moderate contact: student financial services to reconcile and troubleshoot student accounts issues and ensure full and timely payment of university bills. School of medicine office of donor engagement to assist in the recruitment of future donors and stewardship in meeting donors’ gift intentions and expectations within the parameters of our organization to create a long-term, mutually beneficial relationship. University financial aid and associate directors to align federal and university policy for aid assessment and distribution.

    External: Regular contact: prospective students, parents, and alumni to educate them on financial aid processes, loan repayment options, and debt management solutions. Infrequent contact: department of education, private lenders, and community organizations to provide students and alumni with a variety of funding options.

    Students: Continuous contact with current and prospective school of medicine, Cleveland Clinic Lerner College of Medicine, Physician Assistant, and Master of Science in Anesthesia students for financial aid advising and financial literacy education.



    Supervise assistant director of financial aid and financial wellness advisor, admissions/financial aid office support staff as needed, work-study students as needed.



    Experience: 5 or more years of related experience within a college/university setting required. Experience in financial aid administration is preferred.

    Education: Bachelor’s degree required; Master’s degree in accounting or Higher Education Administration preferred.



  • Knowledge and understanding of commonly used financial aid concepts, practices, and procedures.
  • Strong analytical skills with solid database management experience; able to utilize the data warehouse, student information systems, etc. to provide regular reporting of student-related information.
  • Thorough knowledge of federal, state laws and regulations, and best financial aid practices.
  • Comprehensive understanding of federal privacy laws associated with the management of student financial aid records and FERPA (Family Educational Rights and Privacy Act) with the ability to handle confidential matters with discretion.
  • Strong organizational skills: ability to multitask, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and follow-through.
  • Ability to work effectively independently and collaboratively within a team. Must be highly motivated, responsible, dependable, and a self-starter. Demonstrate excellent organizational skills and the ability to manage multiple projects in a fast-paced environment.
  • Excellent oral and written communication skills and interpersonal skills; must demonstrate the ability to effectively and professionally communicate and work with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, School of Medicine, and university and with individuals outside the university.
  • Excellent interpersonal skills, efficient prioritization and time management skills, and effective teaching and counseling skills.
  • Excellent customer service skills: maintaining effective working relationships and addressing students’ potential and current needs.
  • Ability to work with sensitive information and maintain confidentiality. Demonstrate a high level of integrity, accountability, and trustworthiness.
  • Effective problem-solving skills; must demonstrate sound judgment and good decision-
  • making.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and customers face to face.


    General office environment. The employee will perform repetitive motions using a computer mouse and keyboard to type. Occasional travel to regional and national meetings.

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


    Similar Positions