"Scholarship Coordinator"

POSITION SUMMARY

Date application must be received for priority consideration by: December 30, 2025
Anticipated Appointment Begin Date: January 12, 2026
Closing Date or if blank, Open Until Filled:
Job Family Group: Administrative and Professional
Division/Department: Academic and Student Affairs/Financial Aid
Compensation Range (commensurate with experience): $3,928.52 monthly / $47,142.25 annually
FLSA Status: Exempt
Appointment Basis: 12-month
Time Type: Full-time
Benefits Eligible: Yes
Renewable/Non-renewable/Grants/Limited Duration/Temporary: Renewable
This position must possess and maintain a current, valid Driver License: Yes
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes
Lead Work/Supervisory Responsibilities: No
Work Location Type: On-campus
Work Hours: M-F (8:00a - 5:00p) Hours are subject to change with notice.
Worker Status: Must be able to legally work in the United States without visa sponsorship

POSITION DESCRIPTION

The Scholarship Coordinator manages the full scholarship and state and institutional grant awarding process at Southern Oregon University. This includes SOU Foundation scholarships, institutional scholarships, state grant programs, athletic awards, and third-party funding. Reporting to the Director of Financial Aid, the role supports students and campus partners in understanding scholarship processes and financial aid impacts, and ensures awards are processed accurately, communicated clearly, and reconciled in compliance with federal, state, and institutional regulations.

This position works closely with the SOU Foundation and across campus departments, including Academic Affairs, Enrollment Services, Student Affairs, Housing, and Athletics. The coordinator must be detail-oriented, able to interpret complex policies, work independently, and communicate effectively with students, families, and campus stakeholders. Because this position requires access to federal systems, the individual must maintain any federal student loans in good standing.

Minimum Requirements

• Bachelor's degree and three years of progressive experience analyzing, monitoring, or reviewing processes in a technical or professional role, or an equivalent combination of education, training, and relevant experience.
• Experience advising students, staff, or stakeholders on complex policies, eligibility requirements, or program participation.
• Experience with budget tracking, reporting, and compliance.

Preferred Requirements

• Preferred experience working in a financial aid office with increasing levels of responsibility.
• Experience using systems such as Workday Student, Scholarship Universe, EAB Navigate360.
• Knowledge of higher education financial aid and residency policies.
• Experience coordinating outreach efforts like workshops or scholarship events.
• Familiarity with student retention and enrollment management strategies.

Essential Functions

(35%) Scholarship Cycle Management

• Manage the SOU scholarship application cycle, including application setup, review workflows, award selection, awarding, and rollover to the next cycle.
• Post scholarship awards to student financial aid packages and ensure documentation is complete.
• Coordinate scholarship committee processes and communication.

(30%) State, Athletic, and Third-Party Funding Oversight

• Administer and reconcile state scholarship and grant programs (including OSAC programs).
• Coordinate athletic scholarships in partnership with Athletics.
• Serve as liaison for major third-party funders such as the Ford Family Foundation.
• Track, verify, and monitor eligibility and disbursements for all assigned programs.

(15%) Student and Family Support/Advising

• Serve as the primary contact for scholarship-related questions from students and families.
• Provide clear guidance on eligibility, application steps, award impacts, and renewal requirements.
• Promote financial aid and scholarship literacy across campus and in outreach settings.
• Develop and implement communication plans to effectively engage students, families, and campus partners.

(20%) Reporting, Compliance, Collaboration, other duties as assigned

• Prepare reports on scholarship activity, donor-funded award usage, and spending balances.
• Ensure awards are compliant with federal, state, institutional, and donor requirements.
• Maintain accurate records and follow audit and reconciliation procedures.
• Work closely with Financial Aid and Foundation staff to ensure smooth operations.
• Participate in training, process updates, and system improvements.
• Assist with onboarding and guidance for scholarship reviewers and departmental partners.
• Other duties as assigned

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
• Strong analytical and research skills; demonstrated ability to gather, evaluate, and to develop well-reasoned conclusions and recommendations.
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Expressed skill to independently analyze software functionality through technical documents, and design and document efficient/effective work processes; ability to independently analyze software problems, test probable causes, and recommend sound solutions.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• Commitment to continuous professional development.
• Familiarity with student information systems (e.g., Workday Student, Banner, or similar systems)