Specialist - Scholarship Coodinator

Position summary: Is responsible for reviewing and awarding scholarships, waivers, and exemptions per federal & state guidelines. Prepares and organizes scholarship roster for committee decisions. Schedules Scholarship Committee meetings. Reviews student accounts for renewed eligibility per term. Works with other staff, faculty, students, parents, and the community. Assists with FAFSA completion and attends high school recruiting events as scheduled. Will provide support to the Director of Financial Aid and plays an integral part of fulfilling the mission of the institution, by preparing students for success in life. Position responsibilities: The Scholarship Coordinator is responsible for managing the institution’s comprehensive scholarship program and communicating essential information related to the full financial aid process. This role requires strong knowledge of federal, state, and institutional aid programs and regular collaboration across campus. This position requires extensive daily interaction with students, parents, high school counselors, administrators, external partners, and Kilgore College faculty and staff, and therefore demands exceptional communication and customer-service skills while providing comprehensive counseling—whether in person, by phone, or via email— regarding financial aid eligibility, application procedures, program options, need analysis, and the cost of attendance. Maintain a thorough understanding of all financial aid processes and award all institutional scholarships, state exemptions, waivers, and outside agency scholarships for eligible students. Prepare and manage scholarship award packages in compliance with state, institutional, departmental, and federal guidelines, ensuring accurate documentation and regulatory adherence. This includes overseeing the Regent Scholarship software, creating and configuring new academic years, and submitting support tickets to Regent Technical Staff to resolve system issues or discrepancies. Ensure the new scholarship application within the Regent system is fully created, tested, and operational by January 1st each year, enabling timely communication to students and notification to high school counselors. Participate in college recruitment and outreach efforts, including high school FAFSA events and other Kilgore College–sponsored programs. Prepare and submit weekly reports and monthly scholarship reconciliations to the Director, ensuring accuracy and timeliness. This includes annual audits and special audit cycles, providing documentation, reports, and information as required. Collaborate closely with the Kilgore College Foundation and the Scholarship Committee, gathering required information, scheduling meetings, and updating scholarship fund amounts in PowerFAIDS and Regent based on Foundation data. Collaborate and meet regularly with the Kilgore College Foundation to ensure scholarship funds are properly allocated and awarded to the fullest extent possible, maximizing 100% utilization of available funding. Oversee the administration and distribution of athletic scholarship awards in compliance with institutional policies and current governing regulations, including updated rulings related to full-ride athletic scholarships. Collaborate regularly with athletic coaches and departmental staff to review scholarship allocations, verify student-athlete eligibility, and ensure equitable and strategic awarding practices that maximize the utilization of available scholarship funding. Validate, compile, and maintain up-to-date lists used to determine eligibility for Institutional Competitive Waivers. Work daily in the Regent Scholarship software, updating student records, correcting data, packaging awards, and maintaining scholarship applications and Thank You Letters within Regent and PF. Perform additional duties as assigned, including supporting office operations during peak processing periods, registration, and special events. Other Responsibilities: Attend & maintain profession conduct while attending staff meetings and college sponsored events. Attend necessary training and development to remain current in the field, as required. Act as liaison for the financial aid office, with excellent public relation skills in answering daily questions. Will need to work some evenings or weekends during Registration and some Saturdays during the summer for KC Star Days. Minimum Position Requirements: Associate degree. Extensive related work experience will be considered in lieu of formal education. Excellent customer service and computer skills required. Must have excellent written and verbal communication skills. Must be able to handle high level of stress. Supervisory Responsibilities: 0 Full-Time Direct Reports 0 Part-Time Direct Reports Physical Demands and Work Environment: Work is normally performed in a typical interior/office and classroom environment. No or very limited physical effort required; however, the employee must occasionally lift and/or move up to 15 pounds. No or very limited exposure to physical risk. Safety: Provide resources for safe operation of units. Create and support workplace safety. Benefits and Perks 36-hour work week for a healthy work life balance as well generous paid leave time. Health, life, and income protection insurance are provided. An excellent retirement program through the Teacher Retirement System. Full Time employees have free use of the college’s recreational/fitness facilities. Full Time employees are eligible for the Public Student Loan Forgiveness (PLSF) after 10 years of service. Tuition scholarships are for the employee and dependents. Compensation for this 12-month position is $38,208. Kilgore College does not participate in the federal Social Security program. All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas. Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically. Vision Statement: We commit to be the higher education institution of choice in Northeast Texas. Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees. This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions. Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities. Know Your Rights Employment Notice Employee Rights and Responsibilities Under the Family and Medical Leave Act All positions are considered security-sensitive and subject to a background check pre-employment.