Assistant Director of Financial Aid
Harvard-Westlake School, Los Angeles, CA, United States
The Assistant Director of Financial Aid plays a key role in administering the school’s need‑based financial aid program by supporting families from the application process through graduation. The office ensures accurate, consistent, and mission‑aligned evaluations of need throughout a family’s time at the school.
Working closely with the Director of Financial Aid and Admission colleagues, the Assistant Director manages application processing in Clarity, maintains data integrity across systems, and prepares and presents cases with clear and well‑documented award recommendations. The ideal candidate combines excellent customer service with strong analytical skills, discretion, sound judgment, and the ability to manage seasonal deadlines in a high‑volume program (~350 awards annually with additional activity during the admission process).
Key Responsibilities Family Support and Communication
Serve as a primary point of contact for prospective and current families, providing timely, empathetic, and clear guidance on financial aid policies, timelines, and documentation
Conduct family meetings to explain application requirements, decisions, and next steps while maintaining consistency and confidentiality
Develop and maintain communications (emails, checklists, FAQs, web content, webinar materials) to improve the family experience
Application Processing and Evaluation (Clarity)
Manage end‑to‑end financial aid application processing using Clarity, including document collection, verification, follow‑up, and file completion
Review and analyze financial documentation (tax returns, W‑2s, 1099s, and business records) and identify discrepancies or missing information
Apply school policy to evaluate financial need consistently, exercising sound judgment and documenting rationale
Award Preparation and Committee Work
Present cases to the Financial Aid Committee and provide clear, mission‑aligned award recommendations
Maintain accurate records and data integrity across Clarity and Didax
Partner with Admissions and the Business Office to align timelines, communications, and implementation of awards
Reporting and Continuous Improvement
Produce routine and ad hoc reports (award totals, retention insights, budget utilization, cycle metrics)
Identify process improvements to increase efficiency, accuracy, equity, and quality of family service
Support annual cycle planning, including timelines, communications calendar, and webinars
Trip Coordination
Review submitted trips for budget accuracy, risk considerations, and policy compliance
Coordinate financial aid support for student travel, ensuring alignment with school policies
Support contract review and processing in partnership with the Business Office and trip organizers
Partner with trip organizers and internal departments to support smooth execution and documentation
Qualifications Required:
Bachelor’s degree in finance, accounting, business administration, education, or a related field (or equivalent experience)
Professional experience in financial aid, enrollment management, student finance, accounting, or a related field
Exceptional attention to detail, demonstrating a meticulous and highly precise approach to work in a high‑volume environment
Strong analytical skills, with comfort reviewing financial documents and synthesizing information into clear summaries and recommendations
Advanced proficiency in Excel, including regular data manipulation, analysis, and reporting
Excellent written and verbal communication skills, with the ability to communicate complex information clearly and with empathy
Demonstrated ability to manage multiple deadlines and priorities in a seasonal, deadline‑driven environment
Strong customer service orientation and ability to work effectively with a wide range of stakeholders, including families, colleagues, and employees
Proven ability to handle highly confidential information with discretion and professionalism
Preferred:
Experience in an independent school or higher education setting
Familiarity with need‑based financial aid philosophy and practices
Experience with Clarity or a comparable financial aid platform
Compensation & Schedule The salary range for this position is $85,000 – $110,000, commensurate with experience. Work hours will vary and include some evenings and weekends.
This position is eligible for Harvard-Westlake’s full benefits package, which includes:
High‑quality medical, dental, and vision coverage with low or no premium contributions
Cafeteria allowance — enjoy breakfast and lunch through our on‑campus dining program
403(b) retirement plan with employer contribution
Mental wellness resources and workshops
Employee Affinity and Resource Groups
Complimentary tickets to local sporting and entertainment events
Discount at the school bookstore — stock up on HW spirit wear!
Paid holidays, including Thanksgiving, Winter Break, and Spring Break
#J-18808-Ljbffr
Working closely with the Director of Financial Aid and Admission colleagues, the Assistant Director manages application processing in Clarity, maintains data integrity across systems, and prepares and presents cases with clear and well‑documented award recommendations. The ideal candidate combines excellent customer service with strong analytical skills, discretion, sound judgment, and the ability to manage seasonal deadlines in a high‑volume program (~350 awards annually with additional activity during the admission process).
Key Responsibilities Family Support and Communication
Serve as a primary point of contact for prospective and current families, providing timely, empathetic, and clear guidance on financial aid policies, timelines, and documentation
Conduct family meetings to explain application requirements, decisions, and next steps while maintaining consistency and confidentiality
Develop and maintain communications (emails, checklists, FAQs, web content, webinar materials) to improve the family experience
Application Processing and Evaluation (Clarity)
Manage end‑to‑end financial aid application processing using Clarity, including document collection, verification, follow‑up, and file completion
Review and analyze financial documentation (tax returns, W‑2s, 1099s, and business records) and identify discrepancies or missing information
Apply school policy to evaluate financial need consistently, exercising sound judgment and documenting rationale
Award Preparation and Committee Work
Present cases to the Financial Aid Committee and provide clear, mission‑aligned award recommendations
Maintain accurate records and data integrity across Clarity and Didax
Partner with Admissions and the Business Office to align timelines, communications, and implementation of awards
Reporting and Continuous Improvement
Produce routine and ad hoc reports (award totals, retention insights, budget utilization, cycle metrics)
Identify process improvements to increase efficiency, accuracy, equity, and quality of family service
Support annual cycle planning, including timelines, communications calendar, and webinars
Trip Coordination
Review submitted trips for budget accuracy, risk considerations, and policy compliance
Coordinate financial aid support for student travel, ensuring alignment with school policies
Support contract review and processing in partnership with the Business Office and trip organizers
Partner with trip organizers and internal departments to support smooth execution and documentation
Qualifications Required:
Bachelor’s degree in finance, accounting, business administration, education, or a related field (or equivalent experience)
Professional experience in financial aid, enrollment management, student finance, accounting, or a related field
Exceptional attention to detail, demonstrating a meticulous and highly precise approach to work in a high‑volume environment
Strong analytical skills, with comfort reviewing financial documents and synthesizing information into clear summaries and recommendations
Advanced proficiency in Excel, including regular data manipulation, analysis, and reporting
Excellent written and verbal communication skills, with the ability to communicate complex information clearly and with empathy
Demonstrated ability to manage multiple deadlines and priorities in a seasonal, deadline‑driven environment
Strong customer service orientation and ability to work effectively with a wide range of stakeholders, including families, colleagues, and employees
Proven ability to handle highly confidential information with discretion and professionalism
Preferred:
Experience in an independent school or higher education setting
Familiarity with need‑based financial aid philosophy and practices
Experience with Clarity or a comparable financial aid platform
Compensation & Schedule The salary range for this position is $85,000 – $110,000, commensurate with experience. Work hours will vary and include some evenings and weekends.
This position is eligible for Harvard-Westlake’s full benefits package, which includes:
High‑quality medical, dental, and vision coverage with low or no premium contributions
Cafeteria allowance — enjoy breakfast and lunch through our on‑campus dining program
403(b) retirement plan with employer contribution
Mental wellness resources and workshops
Employee Affinity and Resource Groups
Complimentary tickets to local sporting and entertainment events
Discount at the school bookstore — stock up on HW spirit wear!
Paid holidays, including Thanksgiving, Winter Break, and Spring Break
#J-18808-Ljbffr