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Job Summary The Senior Financial Aid Administrator provides institutionally critical leadership for the School of Medicine Financial Aid Office by overseeing comprehensive financial aid counseling, student financial literacy, aid processing, systems coordination, scholarship administration, regulatory compliance, VA education benefits certification, reporting, documentation, and operational workflows. This role supports students across the full educational lifecycle, including prospective and incoming students, PA students, M1 through M4 medical students, graduate students, and designated nursing learners, while ensuring accurate, timely, compliant, and student-centered delivery of federal, state, institutional, private, scholarship, and VA-related financial aid services. The position operates with significant autonomy, serves as a subject matter expert and key advisor to the Director, and partners across Admissions, Student Affairs, academic programs, Registrar, Student Accounts, Information Technology, compliance partners, and external agencies to advance recruitment, retention, student financial well-being, operational continuity, audit readiness, and institutional objectives. What You'll Do Comprehensive Student Financial Aid Counseling and Portfolio Management Manage complex student portfolios across prospective, incoming, PA, M1, M2, M3, M4, graduate, and designated nursing populations, providing individualized financial aid counseling and relationship-based support throughout enrollment. Provide expert guidance on debt management, PSLF, loan repayment strategies, credit management, financial decision-making, residency or career-related repayment planning, and student financial wellness. Apply a case management model to provide proactive, responsive support during periods of academic stress, transition, interruption, enrollment-status change, or other circumstances that may affect aid eligibility, loan repayment planning, or student progression. Conduct specialized financial need analysis, including the exercise of Professional Judgement for students with unusual or extenuating circumstances. Provide strategic counseling and support planning for students experiencing academic difficulty, including circumstances that may affect academic progression, financial aid eligibility, or loan obligations. Financial Literacy, Recruitment, and Student Success Programming Lead the design, development, delivery, and continuous improvement of a comprehensive School of Medicine-wide financial literacy program grounded in dedicated one-on-one counseling and tailored programming. Design and deliver presentations, workshops, fairs, resources, and individualized sessions for students at different stages of training, including pre-matriculation, early enrollment, program progression, graduation, and exit counseling. Support student recruitment and matriculation through financial education for prospective and incoming cohorts, including collaboration with Admissions, regional premedical programs, academic programs, and external partners. Monitor student financial concerns, emerging repayment issues, and trends in student need; recommend strategies to improve counseling effectiveness, recruitment outcomes, student retention, and student financial well-being. Lead student exit counseling initiatives, including individualized exit sessions and coordination with external resources such as AAMC where applicable. Aid Processing, Loan Administration, and Fund Management Oversee and support end-to-end financial aid processing for all enrolled students, including awarding, adjustments, disbursement, reconciliation, verification, loan origination, loan transmission, issue resolution, and timely delivery of funds. Serve as a technical and operational resource for federal, state, institutional, private, and scholarship aid processing, ensuring procedures align with applicable regulations, institutional policies, and office standards. Conduct quality control reviews and implement regulatory checks and balances related to aid processing, verification, disbursement, reconciliation, and fund management to ensure accuracy, compliance, and audit readiness. Provide operational leadership for student financial aid fund management activities, including reconciliation, departmental expenditure monitoring, budget tracking, and fiscal stewardship. Coordinate loan processing activities and resolve complex processing issues with internal teams, external vendors, and institutional partners. Financial Aid Systems, Data, Reporting, and Technology Coordination Serve as a lead functional resource for PeopleSoft Campus Solutions Financial Aid and related systems, supporting configuration, maintenance, rollover testing, processing workflows, data integrity, and issue resolution. Partner with systems, IT, and operational colleagues on annual financial aid rollover and award-year setup, including planning, testing, validation, readiness activities, and production support. Develop, maintain, review, and optimize financial aid queries, reports, batch processes, and system outputs that support operations, compliance monitoring, audits, internal reporting, external reporting, and institutional decision-making. Identify, assess, and mitigate system, data, and processing risks affecting financial aid compliance, audit outcomes, operational continuity, and service delivery. Document system workflows, configuration standards, testing outcomes, technical procedures, and operational dependencies to support continuity and resilience. Scholarships, Institutional Reporting, and Office Operations Lead the planning, administration, and oversight of institutional and endowed scholarship awarding, ensuring alignment with donor intent, institutional priorities, equitable distribution practices, and applicable non-discrimination requirements. Oversee institutional financial aid reporting for the School of Medicine, ensuring accurate, consistent, and timely submission of internal, state, federal, accreditation-related, scholarship, and operational reports. Lead daily operational workflows, balance competing priorities, coordinate work across staff, and ensure service continuity, responsiveness, quality, and timely completion of high-impact financial aid activities. Act as a key operational advisor to the Director by identifying risks, inefficiencies, documentation gaps, and opportunities for process improvement. Represent the Financial Aid Office in operational meetings, institutional committees, cross-functional initiatives, and partner discussions as appropriate. Compliance, VA Certification, Policy, Documentation, and Training Act as a technical resource for federal, state, institutional, Title IV, accreditation, and VA-related compliance, ensuring office procedures align with applicable requirements, institutional policy, and the FSA Handbook where applicable. Serve as the primary VA School Certifying Official for WFUSM, directing administration of VA education benefits, certification of enrollment, student file compliance, annual compliance training, SAA re-approval, GI Bill reporting, and VA survey or audit readiness. Provide oversight and quality assurance for verification and compliance-sensitive processes, including income review, data matching, recordkeeping, reporting, and audit documentation. Draft, update, maintain, and continuously improve financial aid policies, the Financial Aid Handbook, the Policy and Procedures Manual, standard operating procedures, counseling workflows, processing documentation, communications, and training materials. Provide guidance, training, mentorship, and documentation to colleagues related to financial aid counseling, systems, processing, compliance, loan programs, scholarships, VA benefits, and operational procedures. What You'll Bring Required Bachelor's degree. 5+ years of experience. Minimum of 3 years of experience in project management, administration, or supervisory experience. Strong knowledge of higher education. Knowledge of state, federal and institutional regulations, policies and compliance standards related to student aid. Excellent organizational, time management, communication and interpersonal skills. Strong knowledge of Microsoft Excel and Microsoft Teams. Strong analytical and problem-solving skills. Preferred Master's degree in Health Administration, Business Administration, or a related field. Certified Project Management Professional (PMP). Ability to work with and counsel students, parents and the community. Strong knowledge of Microsoft Excel and Microsoft Teams.

Proficiencies in federal systems:

FSA, NSLDS, COD, SAIG, CSS

Profile, NASFAA, ElmOne, ElmSelect Proficiency in PeopleSoft Strong analytical and problem-solving skills. Certification/License Maintain VA annual compliance training

NASFAA FAAC

More About Wake Forest University School of Medicine (WFUSM) Wake Forest University School of Medicine serves as the academic core of Advocate Health, one of the nation's largest nonprofit health systems, advancing innovation in patient care, research and medical education. With nationally recognized programs, world-class faculty, dedicated support staff and a commitment to improving health for all, the School of Medicine provides an inspiring environment where clinicians, researchers and learners collaborate to shape the future of health care. #WFUSM