Scholarship Coordinator

College of Lake County•Grayslake, IL

9d•Onsite

About The Position

The Scholarship Coordinator is a data-driven decision-maker who will coordinate all aspects of the scholarship program at the College of Lake County (CLC). This role involves partnering with various departments to write, document, award, and ensure compliance for scholarships, grant programs with student award components, and other student award programs. The Coordinator will work with CLC Foundation representatives to write and maintain scholarship awarding criteria and documentation, and is responsible for preparing and completing reconciliation and billing for the program. Additionally, the Scholarship Coordinator partners with Enrollment Services to develop marketing and recruitment initiatives to promote the college’s scholarship program and develops consumer information materials. This position also advises and assists students regarding scholarship opportunities and other types of financial aid, and ensures compliance with College regulations and policies regarding the scholarship program and financial aid.

Requirements

Bachelor’s degree and a minimum of two (2) years of professional experience in financial aid, student accounting, or related student scholarship work OR Associate’s degree and a minimum of four (4) years of professional experience in financial aid, student accounting, or related student scholarship work
Demonstrated ability to use critical thinking skills to analyze department data and needs
Excellent organizational skills, along with the ability to effectively manage multiple projects and deadlines
Excellent interpersonal, written, and verbal communication skills
Demonstrated ability to problem-solve and analyze information to make informed data-driven decisions
Demonstrated ability to learn and manage an integrated database
Strong attention to detail and ability to perform data entry accurately and efficiently
Demonstrated experience in handling and maintaining confidential information
Proficiency in Microsoft Excel
Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work

Nice To Haves

Professional experience managing scholarship awards in post-secondary education, ideally at a community college, or in secondary education or related non-profit institution
Knowledge and experience using PeopleSoft Student Financial Aid application
Bachelor’s degree in business, finance, accounting, or a related field
Bilingual Spanish and English

Responsibilities

Lead and coordinate the CLC Foundation scholarship program, including recruitment of applicants, application content and process, evaluation of applicants, selection of recipients, awarding to the student, end of term billing, and monthly and annual reporting and reconciliation of awards
Create and implement an annual scholarship awarding schedule
Serve as a liaison between the Financial Aid Office and the Foundation and its partners, maintaining strong relationships and effective communication
Prepare end of year reports for scholarship donors and respond to Foundation stewardship data requests
Develop and lead training sessions and workshops for staff and faculty on scholarship processes
Identify opportunities for process improvements and implement changes to enhance program efficiency and effectiveness
Coordinate all applications, documentation, awarding, and associated education curricula for the Lancer Emergency Assistance Fund (LEAF) program to ensure timely and effective emergency awards
Chair LEAF review committee and maintain relevant interdepartmental relationships
Act as liaison for outside groups who are part of the LEAF program (housing authority, financial literacy trainings, etc.) for effective student referral
Participate in the development of Foundation scholarships, institutional scholarships, grant programs with student award components, and other student award programs
Project fund availability and conduct award planning based on available funds
Monitor and manage program budgets
Establish comprehensive reporting schedule and generate scholarship and grant reports to administration according to that schedule
Coordinate interdepartmental groups/committees reviewing applicants and offering awards
Collaborate with colleagues on scholarship and grant impact on student financial aid packages
Regularly solicit and act upon feedback from scholarship program stakeholders, including the Foundation, CLC students, and governance groups
Process all scholarship applications, evaluate, select, and award students per program requirements
Monitor student eligibility across terms and verify eligibility for renewal
Set up and maintain student scholarship records and files
Maintain an in-depth, accurate, and thorough knowledge of College policies and procedures related to the administration of student financial aid and department operations
Manage the processing of private scholarship checks submitted by students and third parties to the Financial Aid Office
Reconcile and bill third parties for the scholarships program
Maintain electronic and hard-copy documentation to account for advice, information, and decisions made regarding student scholarship awards and educational assistance
Create and regularly update procedure guides for scholarship coordinator job functions
Develop, regularly review, and update publicity materials such as web updates, news releases, and brochures for the Financial Aid Office in coordination with Public Relations and Marketing and Enrollment Services to promote the scholarships program and financial aid in general
Maintain list of external scholarship opportunities and update web listing as needed
Serve as primary administrator for the online scholarship application software, responsible for system set-ups, testing, archiving, annual rollover, automated communications, and reporting
Develop and implement selection logic to auto-match, apply-to, external scholarship opportunities during the application process
Maintain the scholarship software home page, ensuring it’s up-to-date with relevant information and resources for applicants
Work with software vendor to troubleshoot any system issues
Provide timely and accurate advising and status updates for students regarding scholarships and other types of financial aid in person, via phone, and email
Communicate with Academic Success Advisors and College and Career Navigators staff about scholarship recipients and renewal standards
Provide presentations regarding scholarships and financial aid in general for financial aid applicants and recipients at workshops
Train other student group leaders and advise on best methods for aiding students with applications
Train scholarship reviewers/committees on scholarship application software and procedures
Maintain a high level of customer satisfaction with students, prospective students, parents, college personnel, and scholarship donors
Attend professional development workshops and meetings to remain knowledgeable on current financial aid information
Serve on appropriate college committees and participate in appropriate college functions
Perform other related duties as assigned