Reporting Relationships
Reports to: Executive Director of Financial Aid
Supervision Exercised: None
Job Summary: The State Programs and Scholarship Coordinator supports state awarding, institutional and external scholarship programs, and related communication efforts that promote student access and success. This position coordinates scholarship administration activities and serves as a liaison with the College Foundation, Athletics, and other campus and community partners to help ensure accurate awarding, compliance, and appropriate stewardship of funds. The coordinator provides guidance on federal, state, institutional, and scholarship programs; develops and delivers financial aid outreach and educational programming; and assists in monitoring program effectiveness through data analysis. The position utilizes institutional systems to support scholarship processing, reporting, and reconciliation while contributing to compliance efforts, process improvements, and student-centered service.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
1. Provide excellent customer service to students, families, faculty, staff, and external partners.
2. Advise students, families, college personnel, and community groups on how to apply and maintain eligibility for Federal, State and Institutional Financial Aid programs.
3. Coordinate with the Financial Aid Services Manager to develop and deliver financial aid presentations, workshops, and outreach activities for high schools, community organizations, and campus partners in support of student recruitment, access, and success.
4. Maintain comprehensive knowledge of federal Title IV programs, Illinois state aid programs, institutional aid programs, scholarship administration, and applicable federal and state regulations.
5. Serve as the Financial Aid Office liaison with the Illinois Student Assistance Commission (ISAC) for state aid programs, training, reporting, and program administration.
6. Administer Illinois state financial aid programs, including but not limited to MAP, ECACE, and other state-funded assistance programs.
7. Monitor Illinois Student Assistance Commission (ISAC) programs, initiatives, and policy updates; evaluate potential opportunities for student participation and coordinate implementation of applicable programs and benefits.
8. Review, process, monitor, and reconcile state aid awards to ensure compliance with state and institutional requirements.
9. Coordinate the administration of RISE applications and awards in collaboration with Financial Aid Advisors and other appropriate personnel.
10. Monitor student aid packages for potential over-awards and coordinate corrective action in accordance with federal, state, and institutional regulations.
11. Serve as the primary liaison between the Financial Aid Office and Athletics regarding athletic scholarship awarding, coordination and NJCAA regulation.
12. Serve as the primary liaison between the Financial Aid Office and Foundation regarding institutional scholarship awarding and scholarship fund administration.
13. Coordinate with Financial Services and Foundation to establish and maintain scholarship award codes, awarding rules, and related system configurations to ensure accurate processing and compliance with donor, institutional, and federal requirements.
14. Coordinate the receipt, posting, enrollment tracking, reconciliation, and resolution of scholarship award discrepancies to ensure accurate and timely funding.
15. Utilize institutional systems to monitor student eligibility, award utilization, and program performance
16. Utilize Ellucian Customer Center resources to research, troubleshoot, test and assist in resolving system configuration issues related to scholarships, and institutional awards.
17. Develop, maintain, and update scholarship and state financial aid communication materials, website content, and informational resources to ensure timely and accurate information is available to students, families, and campus partners.
18. Collaborate with Financial Aid Office staff to ensure accurate awarding and packaging of financial aid.
19. Evaluate financial aid and scholarship business processes and recommend operational improvements to enhance efficiency, accuracy, compliance, and student service.
20. Prepare or assist in the preparation of federal, state, institutional, Foundation, and donor reporting related to state aid and scholarship programs.
21. Assist with internal and external audits, program reviews, and compliance monitoring activities.
22. Assist with maintaining the office policies and procedures manual and support the Director in the review, development, and revision of policies and procedures as requested.
23. Maintain confidentiality of student information and comply with FERPA and all applicable federal and state privacy requirements.
24. Attend appropriate conferences, seminars, and workshops.
25. Perform other related duties as assigned.
Minimum Qualifications
- Bachelor's degree required.
- Two years of professional experience in higher education, student affairs, business administration, customer service or a closely related field.
Required Attributes
- Ability to establish and maintain effective working relationships with diverse populations.
- Strong organizational, analytical, and time management skills with a demonstrated attention to detail and accuracy.
- Strong written, verbal, and interpersonal communication skills with the ability to establish effective working relationships with diverse populations.
- Proficiency with Microsoft Office applications, with basic to intermediate knowledge of Excel.
- Ability to manage multiple priorities, meet strict deadlines, and work independently in a face
paced environment.
- Commitment to customer service and student success.
Preferred Qualifications
- 2 years direct experience working in a college financial aid office or managing institutional/external scholarship programs.
- Knowledge of federal Title IV financial aid regulations and Illinois state aid programs (ISAC, MAP, RISE Act).
- Demonstrated experience with financial reconciliation, auditing, compliance monitoring, or complex data reporting.
- Experience developing and delivering presentations, workshops, or outreach programming to students, families, and community groups.
- Experience utilizing Ellucian Colleague, Salesforce, or similar higher education student information systems (SIS) and customer relationship management (CRM) platforms.
- Intermediate to advanced Excel skills (e.g., working with large datasets, pivot tables, data matching).
- Experience with financial reconciliation, auditing, compliance activities, or program reporting.
Work Environment
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
