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Duke University Job Description: |
Job Title: ADMIN DIR, SOM GRADUATE FINANCIAL AID |
Job Code: 2019 |
FLSA: |
Job Level: 15 |
Revised Date: 04/01/2026 |
Job Family: JF 33 |
The Admin Director, SOM Graduate Financial Aid leads the School of Medicine Financial Aid Office (FAO) in delivering exceptional service to prospective students, applicants, and current students. This role has primary responsibility for developing and implementing a comprehensive strategy to ensure that scholarships and financial aid programs attract top talent, remain competitive with peer institutions, and comply with all federal, state, and institutional regulations, laws, and Duke University policies. Reporting to the Assistant Dean for Financial Aid and Registrar, the Administrative Director provides operational leadership, policy development, staff supervision, and cross campus collaboration to support the school???s enrollment and student success goals.
Student Advising & Customer Service
Advise students and families on financial aid application processes, aid eligibility, award packages, and complex financing options.
Present information and respond to inquiries regarding federal and institutional financial aid policies, regulations, and procedures.
Develop and implement communication strategies to ensure students receive timely, accurate, and accessible financial aid information.
Financial Aid Administration
Manage the packaging, awarding, and review of student aid eligibility for federal, state, and institutional loans, grants, and scholarships.
Establish and oversee aid packaging models and awarding philosophies.
Monitor audit queries to detect errors or inconsistencies in awarding; take corrective action as needed.
Utilize student information systems (e.g., PeopleSoft, Ellucian Banner) for aid processing, reporting, and records management.
Prepare and submit required surveys and reports for federal, state, and private agencies.
Prepare annual operating reports and present progress, trends, and recommendations to school leadership.
Policy Development & Compliance
Assist in developing and implementing financial aid policies to ensure compliance with federal, state, and university regulations.
Formulate and implement institutional policies related to needs analysis and awarding methodologies.
Oversee compliance with all regulations governing the administration of financial aid programs.
Implement and maintain an academic year calendar that guides FAO operations, including deadlines related to admissions, awarding, and reporting.
Collaboration & Cross Functional Coordination
Serve as primary liaison with key university offices, including Undergraduate Financial Aid leadership, Bursar???s Office, Student Loan Office, and SISS.
Collaborate with the Bursar Office, Student Loan Office, and academic units on student billing, tuition payments, and fellowship disbursements.
Work closely with the Budget Analyst and Business Office to coordinate financial management of scholarship funds.
Leadership, Supervision & Office Management
Supervise Financial Aid Counselors (indirect), the Associate Director of Financial Aid/Debt Management (direct), and other staff to ensure consistent, high quality service.
Provide training, coaching, and performance evaluations to support staff development and operational excellence.
Recommend personnel actions including hiring, performance appraisals, promotions, transfers, and scheduling.
Set financial aid goals and objectives for the school, ensuring alignment with institutional priorities.
Design, evaluate, and improve work processes, cross training plans, and record management systems (electronic and paper).
Foster a customer centered service culture and promote effective teamwork and communication.
| Education/Training: | Bachelor degree required; Master level or higher degree preferred. |
| Experience: | Work requires a minimum of six years experience in administering student financial aid programs at a college, university or private school. Strong knowledge of Title IV regulations and institutional aid practices, as well as experience with student information systems (e.g., PeopleSoft, Banner). This position requires a work history of demonstrated leadership, excellent communication and customer service skills. |
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The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, (including pregnancy and pregnancy related conditions), sexual orientation, or military status.
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Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.