Assistant Director, Financial Aid

Xavier University of Louisiana

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Posting Details

Posting Summary

Position Title Xavier Ochsner College of Medicine - Assistant Director, Financial Aid

FLSA Exempt

Department XOCOM - Xavier Ochsner College of Medicine

Job Summary

Xavier Ochsner College of Medicine invites applications for an Assistant Director of Financial Aid is the dedicated financial aid professional supporting Xavier Ochsner College of Medicine’s medical students and advancing the college’s commitment to educate compassionate physician leaders. The Officer administers medical student financial aid, provides individualized financial counseling and debt-management education, and supports accurate, timely, and compliant aid delivery in coordination with University Financial Aid Services. Serving students from matriculation through graduation and transition to residency, the role is the primary day-to-day financial aid resource for medical students and supports audit-ready records, data integrity, regulatory reporting, and LCME Element 12.1 documentation. This is an individual-contributor role with no direct reports or hiring responsibilities. The ideal candidate is student-centered, detail-oriented, compliance-focused, data-informed, and able to translate complex financial aid requirements into clear guidance for medical students. AA/EOE

Minimum Qualifications

• Bachelor’s degree in business, finance, higher education, public administration, student affairs, or a closely related field.
• Three or more years of progressively responsible experience administering student financial aid in a college or university setting, including hands-on federal Title IV processing.
• Demonstrated experience with Common Origination and Disbursement (COD) and the National Student Loan Data System (NSLDS)
• Working knowledge of federal student aid eligibility, cost of attendance, federal loan processing, satisfactory academic progress, disbursement, reconciliation, and related compliance requirements.
• Experience using a student information system and/or financial aid management system and maintainingaccurate records involving confidential student information.
• Demonstrated ability to provide accurate, student-centered guidance while managing deadlines, detailedtransactions, and compliance-sensitive work.

Preferred Qualifications

• Master’s degree in a related field.
• Five or more years of financial aid experience, including graduate/professional education, health professions education, or medical school financial aid.
• Experience counseling medical or other graduate/professional students regarding educational debt, repayment, financial wellness, and transition to post-graduate training.
• Experience with AAMC FIRST resources, LCME documentation/accreditation support, audit or program-review preparation, and financial aid data reporting.
• Experience using Ellucian Colleague; NASFAA credentials, certifications, or advanced federal student aidtraining preferred.

Special

Requirements

• Summary

• Work Hours

• Full time

• KSA's

• Knowledge, Education, Experience, and Proficiencies

• Thorough knowledge of student financial aid administration, federal Title IV compliance, federal studentloan processes, and graduate/professional student aid considerations.

• Strong analytical skills with the ability to interpret regulations, reconcile detailed financial data, identifydiscrepancies, document decisions, and prepare accurate reports.

• Strong written and verbal communication skills, including the ability to explain complex financial concepts and regulatory requirements in clear, student-friendly language.

• Excellent organization, time management, attention to detail, and follow-through while managing multipledeadlines and high-volume student transactions.

• Sound independent judgment, professionalism, discretion, and commitment to FERPA-compliantconfidentiality and responsible stewardship of student financial information.

• Strong collaboration and customer-service skills with the ability to develop positive working relationshipsacross Financial Aid, Student Affairs, Registrar, Bursar, Finance, Admissions, and academic medicinepartners.

• Proficiency with Microsoft Excel, Word, and PowerPoint and the ability to learn and effectively use

• financial aid, student information, reporting, and document-management systems.

• Ability to remain current on changing federal and institutional requirements and apply new guidanceaccurately in a fast-paced, evolving medical education environment.

• Essential Duties and Responsibilities

• Essential Duties and

Responsibilities

Description

• Medical Student Financial Aid Administration & Funding

• Administer day-to-day financial aid processing for XOCOM medical students from application and

• awarding through disbursement, enrollment changes, graduation, and closeout.

• Review FAFSA/ISIR information and required documentation, resolve conflicting information, determine aid eligibility, and complete professional-judgment reviews as authorized by University policy.

• Package and revise federal, institutional, scholarship, and approved private aid in accordance with cost ofattendance, student eligibility, annual and aggregate limits, and applicable policies.

• Process and monitor federal loan origination and disbursement activity through Common Origination andDisbursement (COD), promptly resolving rejects, exceptions, and disbursement issues.

• Coordinate aid adjustments associated with enrollment status, leaves of absence, withdrawals, tuition orfee changes, scholarships, and other student-status changes with the Registrar, Bursar, and UniversityFinancial Aid Services.

• Maintain complete, accurate, timely, and confidential financial aid records in the designated studentinformation and financial aid systems

• Essential Duties and

Responsibilities

Description

• Compliance, Reconciliation & Regulatory Reporting

• Maintain current knowledge of federal Title IV, state, institutional, and graduate/professional student aid requirements and apply regulations consistently to XOCOM student cases.

• Monitor and resolve student-level records in COD and the National Student Loan Data System (NSLDS), including loan status, disbursement, and data discrepancies.

• Support monthly, term, and year-end reconciliation of XOCOM student aid with University Financial Aid Services, the Bursar, Finance, and applicable federal systems.

• Apply or support compliance processes related to cost of attendance, satisfactory academic progress, Return of Title IV Funds, over awards/overpayments, record retention, and consumer-information requirements, as assigned.

• Prepare accurate XOCOM-specific data and supporting documentation for audits, program reviews, and institutional, federal, or state reports, including IPEDS/FISAP-related data requests as applicable.

• Maintain a financial aid compliance calendar, desk procedures, documentation standards, and audit-ready records; escalate material compliance concerns to the Director of Financial Aid Services

• Essential Duties and

Responsibilities

Description

• Medical Student Counseling, Debt Management & Financial Wellness

• Provide individualized counseling on financing medical education, responsible borrowing, budgeting, credit, educational debt, repayment options, and financial planning for the transition to residency.

• Conduct or coordinate required entrance and exit counseling and supplement federal counseling with medical-school-specific guidance tailored to each stage of the M1-M4 student experience.

• Develop and deliver financial literacy and debt-management programming using current AAMC FIRST, Med Loans, Financial Wellness, and other approved resources.

• Counsel students regarding scholarships, service-obligation programs, loan repayment/forgiveness resources, special circumstances, financial aid appeals, and other funding options within applicable policy.

• Communicate deadlines, application requirements, award information, policy changes, and financial aid resources clearly and proactively through individual outreach, workshops, orientation, and digital content.

• Track counseling participation, student questions, service utilization, and recurring financial barriers to inform targeted education and service improvements.

• Essential Duties and

Responsibilities

Description

• LCME Accreditation, Data & Continuous Quality Improvement
• Maintain organized documentation and evidence supporting LCME Element 12.1 related to effective financial aid, debt-management counseling, and efforts to minimize the impact of direct educational expenses on medical student indebtedness.
• Track and analyze XOCOM financial aid indicators such as borrowing patterns, aggregate debt,
• scholarships/grants, unmet financial need, counseling utilization, and student financial wellness trends.
• Prepa