What are the responsibilities and job description for the Scholarship Processing Coordinator position at Higher Education Coordinating Commission?
Initial Posting Date:
02/25/2025
Application Deadline:
03/09/2025
Agency:
Higher Education Coordinating Commission
Salary Range:
$3,429 - $4,622
Position Type:
Employee
Position Title:
Scholarship Processing Coordinator
Job Description:
Scholarship Processing Coordinator - Office Specialist 2
FT/Perm
Office of Student Access & Completion
Salem, Oregon
REQ- 175612
The Higher Education Coordinating Commission (HECC) has a new and exciting career opportunity as
Office Specialist 2
in our Scholarships program under the Office of Student Access & Completion.
Why Join Us
The Oregon
Higher Education Coordinating Commission
(HECC) envisions a future where all people benefit from the economic, civic, and cultural impact of high-quality postsecondary education, training, and workforce development. Come work with a team that values equity, collaboration and empathy within beautiful Salem, Oregon!
Come for a job. | Stay for a career. | Make a difference… for a lifetime!
Our amazing
benefits
include:- Competitive medical, vision and dental benefits package for the employee and qualified family members.
- Opportunity to participate in a deferred compensation savings program.
-
A fabulous retirement program. Click hereto visit our full benefits website.
- 11 paid holidays per year.
- 3 additional paid "Personal Business Days" per year.
- 8 hours of sick leave accumulated every month.
- Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years.
- Hybrid remote work options
- Work-life balance!
What You Will Be Doing
You will deliver services to recipients of various state and federal grant and scholarship award programs. OSAC administers many individual grant and scholarship programs that have sensitive involvement working directly with grant and scholarship applicants and recipients, financial aid personnel at public and private colleges and universities, partner organizations, and other state agencies like the Oregon Department of Human Services and the Oregon Department of Education, and other offices within the Higher Education Coordinating Commission. The role coordinates program objectives for daily operation, ensures the delivery of services to students by explaining program rules and guidelines, and coordinates awards disbursements.
The Work at a Glance
Scholarship Application Processing
- Assists the Scholarship Team with surveys, improvements in the awarding process, and revisions of the Scholarship Application
- Develops training materials pertinent to the Scholarship Application Review Process.
- Enters student awards; sends award notifications; does follow up to ensure communications have been received.
- Organizes, packages, and distributes scholarship materials to high schools, colleges, and community-based organizations. Sets up mailing lists. Maintains database for the ordering process.
- Oversees Scholarship transcript and application file and paper document processing; ensures accuracy of scholarship materials. Follows up on rejected application, missing documents, and issues with transcript uploads; contacts applicants and schools regarding errors with applications and transcripts.
- Coordinates the OSAC Scholarship Selection Committee process for the internal selection of scholarship recipients.
- Prints, copies, and mails applicant materials to donor selection committee members- including the internal OSAC volunteer selection committee. Provides training and directions to these volunteers as needed.
- Sets up and conducts processing and reviewing of scholarship applications; troubleshoots review process to ensure successful submissions. Trains and coordinates transcripts and application review by temporary staff.
- Sets up, participates in, and tracks the Appeals Process for applications that have been rejected. Contacts student with the results of the Appeal Process.
- Works on data cleanup.
Customer Service
- Responds to calls and emails from students, parents, and the general public regarding the availability of over 600 scholarship funds
- Assists students with completion of the OSAC scholarship and grant applications
- Provides Customer Service including scholarship application completion, portal and transcript assistance for high school staff, students, parents, committee members, partners, and donors.
- Participates in outreach events and activities
Accounting Duties
- Entering deposits in Internal Tools, researching student information making sure amounts, PC, terms, and student is accurate. Transmitting data to partners.
- Processes check runs following up with PC’s and accounting.
- Oversees and manages OCF invoicing.
General Duties
- Composes and creates correspondence, reports, spreadsheets, memos, and other documents for agency staff as requested.
- Provides back-up coverage for PCs.
- Assists with writing the Scholarship Services Policies and Procedures Handbook.
- Participates in the annual review, improvement and testing of the scholarship application
- Serve as OSAC office representative on the HECC Support Staff group
Other duties as assigned.
This is a full time; permanent position headquartered at HECC’s Salem Office and is represented by SEIU. This position is required to either possess and maintain a valid driver's license by the state of residence or provide an acceptable mode of alternative transportation, in order to travel to required training and meetings. The successful candidate may be eligible for in-state hybrid work, which consists of performing duties onsite in a standard office environment and working remotely.
For a complete list of duties and working conditions, please contact the recruiter for the position description.
What We Need (Minimum Qualifications)
MINIMUM QUALIFICATIONS
Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
An associate degree in any field; OR
An equivalent combination of education and experience.
Desired Attributes/Skills
If you have these qualities, let us know! It’s how we will choose whom to move forward!
- Effective communication and interpersonal skills
- Strong organizational skills
- Flexibility and work demand tolerance, adapt easily to shifting priorities, and competing deadlines
- Attention to detail
- Proficient in Microsoft Office, Outlook, Word, etc.
- Strong customer service skills
- Experience in preparing and delivering presentations
Equitable Recruiting
The HECC strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of these positions, please feel free to contact us to discuss your application.
Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a non-traditional background.
How to Apply
Current State of Oregon Employees:
State Employees Apply for Jobs Guide
External Candidates:
Application Guide for External Applicants
Application Materials: The hiring manager has requested the following materials be included with your application:
- Resume
- Cover letter - no more than two (2) pages and clearly demonstrates how your education and work experience meet the desired attributes of this position.
Help Your Application Rise to the Top!
Your application materials are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Submissions will be screened for completeness, consistency, and communication skills at the professional level (attention to detail, spelling, grammar, etc.)
Need help?
For questions about the recruitment and selection process, or to request an alternate format, please contact the recruiter: Jenny Chadwick-
jenny.chjadwick@hecc.oregon.gov
/ 971-372-1275
The Fine Print
Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.
Future Vacancies: We may use the candidates from this posting to fill future vacancies.
Criminal Records Check: Employment is contingent on the outcome of a criminal records check which may require fingerprints (FBI). Any history of criminal activity will be reviewed and could result in the withdrawal of an offer or termination of employment.
Veterans: If you are a veteran you may receive preference. A request will be sent to your applicant inbox to submit your veteran’s DD214 form.
Click here
for more information about veterans’ preference.
Visa Sponsorship: We do not offer Visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form, and HECC will use E-Verify to confirm that you are authorized to work in the United States.
The HECC is an Equal Opportunity Affirmative Action (EEO/AA) Employer Committed to Workforce Diversity Employment Opportunity Commission under Title I of the Americans with Disabilities Act (ADA). HECC does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices.
ices.