Associate Director of Scholarships Financial Aid, Virginia Tech Carilion School of Medicine
University Scholarships and Financial Aid
Position Summary:
Reporting directly to the Director of University Scholarships and Financial Aid, position conducts all
aspects of the financial aid processing and counseling to the Virginia Tech Carilion School of Medicine
(VTCSOM) students. Directly participates in all phases of the institution’s financial aid processes
including determination of awards, individual and group counseling, updating policies and procedures,
disseminating information to students on financial aid opportunities and financial literacy, and providing
statistical reports, as required. The successful candidate must be a flexible self-starter who excels at
working independently; committed to customer service and student learning; able to understand and
communicate via individual counseling and group presentations financial literacy/wellness concepts,
some financial planning concepts, and Federal Student Aid and Health and Human Services programs.
Further the successful candidate will be committed to the best practices of the American Association of
Medical Colleges (AAMC) and Liaison Committee on Medical Education (LCME), while maintaining
compliance with federal, state, and accrediting agency policies, guidelines, and regulations. This
position is housed in the VTCSOM building in Roanoke, VA; however, it will require travel to Blacksburg
for professional development.
Percent of Time
35%
Duties and Responsibilities
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45%
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Responsible for the daily uploading and downloading of data files from
the U.S. Department of Education into EDExpress.
Responsible for aid year start-up and maintaining and up-to
Maintain records of those who have completed federally mandated
entrance and exit counseling.
Maintain records of those who have completed Master Promissory Notes
for Direct Unsubsidized and Graduate PLUS loans and monitor the MPNs
for expiration.
Responsible for working with the Office of the Bursar to credit all loan
disbursements and returns.
Determine eligibility of students for financial aid programs, reviewing all
ISIR Comment Codes, including NSLDS aggregate loan information.
Create individual financial aid packages for each student and ensure
accurate certification of all loan and scholarship programs.
Process all financial aid adjustments and appeals, in accordance with
federal and institutional policies and advice of the Director.
Complete Return to Title IV calculations when students withdraw, are
dismissed, or are granted a leave of absence.
Process short-term loans, as needed.
Communicate to students all outstanding financial aid requirements and
important dates/deadlines including, but not limited to, FAFSA filing,
eligibility verification, missing documents, scholarship applications, HHS
program deadlines and opportunities, and entrance and exit counseling
materials.
Respond to student and family financial aid inquiries timely.
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Conducts timely presentations to the various student cohorts monthly,
addressing financial aid and financial wellness concerns specific to that
student population (e.g. Budgeting for your MD program; Planning for
Residency interviews; financial considerations during Clinical Rotations;
etc.).
 Counsel students on pertinent topics related to financial wellness and
financial planning.
 Counsel students and alumni on Federal Student Aid options, Public
Service Loan Forgiveness, loan consolidation, Health and Human Services
post-graduate loan repayment programs and loan options, if applicable.
 Maintain updated content on website about the financial aid programs,
the process, and financial literacy.
 Serve as the knowledge expert for all Veterans Administration benefit
programs.
20%
 Assist with the development of the Cost of Attendance, in consultation
with the Director.
 Identifies trends and issues, as it relates to financial aid and wellness, and
communicate these the Director of University Scholarships and Financial
Aid.
 Maintain accurate and current records and policies/procedures as they
relate to the administration of financial aid.
 Identifies and potentially applies for potential opportunities under HHS
that would benefit the students.
 Interact with various outside groups, agencies, associations, and
individuals about issues concerning the administration of financial aid
programs and financial literacy/wellness.
 Participate in professional development training.
 Actively monitor articles, listservs, etc. to help identify best practices for
these students.
 Maintain current knowledge of laws, regulations, and institutional polices
to ensure compliance in an ever-changing financial aid environment.
 Gather and report data for Federal, State, LCME, and AAMC reporting.
 Communicate effectively and timely with VTCSOM peers.
 Serve as an active member of the VTCSOM community and underlying
committees.
 Perform other duties, as assigned.
Position responsibilities include, but are not limited to:
Preferred Qualifications:
Master of Business Administration, Master of Higher Education, or a master degree in a related field and
3 or more years working with Federal Student Aid and Health and Human Services aid programs and/or
working as a financial planner.
Required Qualifications:
Bachelor degree in Business, Higher Education, or related field. Customer service experience. Ability to
work independently or as a part of a team.