Assistant Director of Financial Aid

The Opportunity The Harvard-Westlake Business Office consists of a small, highly efficient group of colleagues whose work impacts every school function daily. We develop and maintain systems and policies that benefit everyone in the community: faculty, staff, parents, our extended alumni family, and most importantly our students. We strive to make Harvard-Westlake the premier independent school in the nation. 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 judgement 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