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Scholarship Coordinator (SSP III)

Under the general direction of the Director/Associate Director of Financial Aid, the Scholarship Coordinator is responsible for the comprehensive administration, coordination, and continuous enhancement of university scholarship programs, including institutional, departmental, and external awards. The incumbent oversees scholarship processes and systems; ensures compliance with federal, state, CSU, and institutional regulations; and collaborates with campus and external partners to support efficient, equitable, and timely awarding.

The Scholarship Coordinator applies student services expertise and professional judgment in advising students, interpreting financial aid impacts, coordinating scholarship services, and supporting student retention, access, and success. The incumbent serves as a primary campus resource for scholarship-related guidance and provides outreach, education, and training to students, faculty, staff, and campus committees.

Working with limited supervision, the incumbent exercises independent judgment in program coordination, policy interpretation, student advisement, and problem resolution. This position serves as a key operational lead in advancing the university's strategic initiative to centralize and standardize scholarship processes, increase utilization of available funds, and enhance the overall student experience.

Responsibilities

Student Services, Scholarship Advising, and Outreach

• Provide individualized scholarship advising and guidance to students regarding eligibility, application processes, scholarship search strategies, deadlines, and required documentation.
• Counsel students on the impact of scholarships, stipends, and external resources on financial aid eligibility, award packaging, enrollment, and academic progress.
• Exercise professional judgment in assisting students with complex scholarship and financial aid situations, award revisions, over-awards, and funding concerns.
• Serve as a primary campus resource for scholarship-related student support and complex inquiry resolution.
• Develop and conduct workshops, presentations, orientations, and outreach activities for students, families, faculty, staff, and community groups regarding scholarship opportunities and financial aid processes.
• Develop educational materials, communication campaigns, website content, and online resources to improve student awareness, equitable access, and scholarship participation.
• Collaborate with Enrollment Management, advising units, and academic departments to support student retention, persistence, enrollment, and student success initiatives.
• Promote inclusive scholarship outreach and reduce barriers impacting student access to scholarship opportunities.
• Provide guidance and support to faculty and staff participating in scholarship review and awarding processes to ensure equitable and student-centered practices.

Student Education, Scholarship Access, and Campus Training

• Provide guidance and educational support to students, faculty, and staff regarding scholarship opportunities, application processes, eligibility requirements, and scholarship policies.
• Develop and deliver student-centered workshops, presentations, and informational sessions designed to increase scholarship awareness, access, and successful participation.
• Train faculty, staff, and scholarship committee members on equitable scholarship review practices, student-centered awarding processes, and scholarship system functionality.
• Collaborate with academic departments, advising units, Enrollment Management, and campus partners to improve student access to scholarship opportunities and reduce barriers to participation.
• Support students through the scholarship application and awarding process by assisting with navigation of scholarship systems, application requirements, timelines, and documentation submission.
• Serve as a campus resource for scholarship-related education, training, and support, responding to inquiries from students, faculty, staff, and external partners.
• Develop communication materials, outreach campaigns, website content, and educational resources that promote equitable access to scholarships and support student success initiatives.
• Identify trends and barriers impacting student participation and collaborate with campus partners to implement student-centered improvements to scholarship processes and communication strategies.
• Promote consistent, inclusive, and student-focused scholarship practices across campus departments and scholarship committees.
• Support campus-wide implementation and adoption of scholarship systems and processes in ways that improve the student experience and accessibility of scholarship resources.

Scholarship Program Administration and Coordination

• Administer institutional, departmental, and external scholarship programs to ensure timely and accurate awarding.
• Coordinate with University Advancement, academic departments, Financial Aid, and Student Financial Services to determine funding availability, eligibility criteria, and awarding timelines.
• Oversee annual scholarship cycles including application review, selection processes, committee coordination, and award notifications.
• Serve as the primary coordinator and lead for the campus Scholarship Committee; plan, schedule, and facilitate regular meetings; provide direction to committee members; ensure adherence to policies, timelines, and selection criteria; and guide the review and selection process to ensure consistency, equity, and compliance.
• Lead coordination and communication with key campus partners to establish timelines and expectations; monitor progress; and hold partners accountable for meeting deadlines, adhering to established procedures, and complying with scholarship requirements.
• Lead implementation of centralized and standardized scholarship processes across the university, including development and management of a master calendar, application timelines, and awarding deadlines.
• Develop, document, and continuously improve scholarship policies, procedures, workflows, and business practices.
• Maintain accurate scholarship records, historical data, and audit documentation.

Financial Coordination, Compliance, and Reporting

• Coordinate posting, reconciliation, and monitoring of scholarship awards, stipends, fee waivers, and third-party payments.
• Process external scholarship checks and coordinate scholarship disbursement activities with Student Financial Services and other campus partners.
• Monitor student financial aid packages to prevent over-awards and ensure compliance with federal, state, CSU, donor, and institutional regulations.
• Track scholarship balances, expenditures, utilization rates, and available funding to maximize awarding and minimize unspent funds.
• Prepare financial, utilization, compliance, and operational reports for campus leadership, University Advancement, donors, and other stakeholders.
• Develop dashboard reports and analyses related to scholarship awarding, utilization, timelines, and student participation trends.
• Analyze scholarship participation and utilization data to identify opportunities to improve student access, retention, and scholarship outcomes.
• Support audit preparation and maintain documentation related to scholarship compliance and fund reconciliation.

Strategic Planning, Collaboration, and Professional Activities

• Participate in cross-functional committees, strategic planning initiatives, and scholarship-related workgroups that support student success and enrollment goals.
• Collaborate with campus leadership and stakeholders to improve scholarship leveraging strategies, student access, and operational effectiveness.
• Recommend process improvements, policy enhancements, and technology solutions to strengthen scholarship administration and student experience.
• Support implementation of university strategic initiatives related to scholarship centralization, standardization, and utilization.
• Attend workshops, conferences, trainings, and CSU systemwide meetings to maintain current knowledge of financial aid, scholarship administration, and student services best practices.

Minimum Qualifications

Knowledge and Abilities

Thorough knowledge of the principles of individual and group behavior. General knowledge of the principles, practices and trends of the Student Services field as well as general knowledge of the policies, procedures and practices of the program area to which assigned; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned. Working knowledge of student services programs outside the program to which immediately assigned.

Ability to analyze complex situations accurately and adopt effective courses of action; advise students individually and in groups on complex student-related matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; carry out a variety of professionally complex assignments without detailed instructions; and establish and maintain cooperative working relationships with a variety of individuals.

Experience

Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience. One year in the program area to which assigned may be preferred but is not required. A master's degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.

Education

Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job-related.

Preferred Skills and Knowledge

• Demonstrated experience interpreting and applying complex policies, procedures, and regulations in a higher education or similarly regulated environment.
• Experience administering scholarship, financial aid, student support, or related programs involving application, awarding, compliance, or student funding processes.