Scholarship Coordinator II
Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:
The following are reasons why you should join our team:
- Work-life balance
- Holidays-10 paid holidays per year and 1 Floating Holiday
- Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
- Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.
- Employee and Dependent Tuition Waiver
- Opportunities to engage in professional development opportunities
- Committed to employee wellness and access to a robust Employee Assistance Program
- Medical Benefits that are robust and affordable
- Visit MUS Benefits to learn more about our benefit package including
- Medical, Vision, and Dental
- Life Insurance and Long Term Disability are incorporated into our benefits
- Learn more about our retirement benefits at MUS Retirement
- Opportunities for career growth and a variety of career paths
- Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
- Beautiful campus environment that features our MSUB Mile walking path
This position requires exemplary customer service skills, a willingness to listen carefully, above average written and verbal communication skills, the ability to understand complex financial aid processes, and the ability to work well under pressure. Our customers’ first impression of the Financial Aid Office will often be based on interaction with this position. The information provided must be accurate and timely.
DUTIES and RESPONSIBILITIES:
Provide Oversight of:
- External Scholarships: all outside scholarship postings are kept accurate and up to date
- Institutional Scholarships: create accounts, monitor awarding, and ensure that all internal postings are current and up to date
- Foundation Scholarships- primary liaison between the MSUB Foundation and the Financial Aid Office to build full coordination and timely postings of all Foundation awards.
- Athletic scholarship administration.
- Marketing and contact management-all scholarships are reviewed, and contacts maintained.
- Train staff and faculty- lead trainer For Foundation and BANNER system awarding, and reconciliation of all scholarships.
- Analysis and Reporting- scholarships are reviewed and regularly reconciled
Key Responsibilities:
- Promote an efficient and high-quality student-centered approach to scholarship administration.
- Foster cooperation and alignment of objectives among all office units: customer service, production, scholarships, NCAA Compliance, systems, accounting, and administration.
- Oversee the distribution and delivery of million in student scholarship assistance.
- Monitor scholarship awards to ensure compliance with all federal, state, and institutional scholarship regulations, policies, and procedures.
- Interpret, develop, implement, and revise policies and procedures to ensure compliance with federal and state laws, regulations and college policies related to scholarships.
- Develop priorities and goals for the financial aid office in support of strategic enrollment objectives and the academic mission of the University.
- Provide training and support materials to university staff about scholarship offering.
- Develop and distribute internal and external marketing materials in cooperation w/ Communications and NSS
- Establish and train selection committees for the annual general scholarship awards.
- Maintains knowledge of general scholarship trends and best practices.
- First contact for all new scholarship programs/initiatives.
- Corresponds with scholarship recipients to include award notification, requirements and compliance, and other communication as needed.
- Coordinates the annual selection of scholarship recipients
- Processes all agency(one-time) scholarships that are received by MSU Billings and the MSU Billings Foundation
- Coordinates with the Financial Aid Office and the Business Office to distribute and reconcile scholarship awards each semester
- Works closely with the Foundation, financial aid, and the Business office regarding award changes and/or disbursement issues.
File Review and Verification of Student Data and forms:
- Review student eligibility and verify financial information.
- Determine basic student and financial need eligibility.
- Package and disburse aid and perform financial aid award revisions.
- Make necessary corrections to data provided.
- Communicate with students when additional information or clarification is needed.
- Work collaboratively with other offices to meet the needs of individual students.
Examples of areas of responsibility that may be performed by the Scholarship Coordinator II:
- Work discrepancy lists
- Resolve over awards due to scholarships
- Fee Waiver processing
- Athletic Scholarships
- Native American Need Analysis
- AmeriCorps awards
- Web page updating and design
- Participation in professional development campus opportunities and committees
- Third party resources
- On-line student responsibilities
- Other duties as assigned
Continuous Quality Improvement:
Work with the Director of Financial Aid to identify specific goals and expected outcomes, develop, and implement an assessment plan to evaluate progress toward the attainment of the goals, and utilize the assessment data to revise procedures and processes to achieve the expected outcomes for the office
QUALITIES:
- Review outside scholarship posts, maintain accurate web posting and serve as primary manager for all outside scholarship announcements. Web update ability, accounting, Excel, and spreadsheet knowledge.
- Primary contact to build, post and assist in the promotion of all institutional scholarships using BANNER, Excel, Blackbaud Award Management (BAM) system. Perform regular reconciliation of awards in coordination with the Business Office and/or MSUB Foundation.
- Lead coordinator of MSUB Foundation awards and the Financial Aid Office. Prepare annual Foundation scholarship application and manage department/office personnel responsible for the selection process.
- Responsible for marketing, web page content and contact between the MSUB Foundation, third-party donors, the Financial Aid office, and the Business Office.
- Trainer and maintenance person responsible for the BAM scholarship program and training staff and faculty in the use of BAM and BANNER review of scholarship applicants.
- Use Excel, BAM, BANNER to track, post entries and report on fund usage. Maintain “thank you” correspondence between students and donors, do monthly reconciliation of award.
- Must be well versed in state and Federal Student Aid regulations and compliance.
- Knowledge of NCAA athletic regulations, Cost of Attendance and basic notification requirements for athletic changes and cancellations.
- Requires organization, excellent communication skills, broad knowledge of scholarships including NCAA compliance.
- Previous scholarship administration experience highly desirable.
- Knowledge of federal aid regulations, Ability to prioritize and efficiently and effectively balance several projects at one time.
- Excellent writing skills, verbal communication, organizational skills, and ability to interpret regulations and implement policies accordingly.
- Assist senior staff in integrating scholarship opportunities into overall enrollment management objectives.
- Point person to train scholarship committee members on the use of Black Baud software and FA scholarship postings.
- Familiarity with marketing, other offices to promote scholarships via web, direct marketing, texting, or other media.
- Lead coordinator for annual scholarship selection committee- working with department leads and other office representatives.
- Keep current on BAM upgrades, scholarship industry trends and implement best practices.
- Gain full familiarity with the BAM scholarship administration software and tasks including but not limited to data migration, testing and verification, training, record creation and maintenance, and establishing award criteria and development of applicant pools. The Scholarship Administrator also serves as the Help Desk public contact for scholarship administration software.
- Excellent communication skills utilizing email, text, social media, and other communications as deemed appropriate.
Education Required:
- Bachelor’s degree or an equivalent combination of education and experience.
Experience Required:
- Familiarity with scholarships, general financial aid principles or related discipline or any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.
Education Preferred:
- Master’s in business, accounting, or related field
Experience Preferred:
- Experience working with Financial Aid including Title IV regulations and federal student aid systems (NSLDS, COD and CPS).
- Prior scholarship experience.
- Extensive computer knowledge, specifically with relational databases such as Oracle.
- Ability to play a major technical and administrative role in system conversions and implementations Experience working with Financial Aid including Title IV regulations and federal student aid systems (NSLDS, COD and CPS)
- Extensive computer knowledge, specifically with relational databases such as Oracle.
- Ability to play a major technical and administrative role in system conversions and implementations
Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.
Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.
MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm
TO APPLY: https://employment.msubillings.edu/postings/7491
