Scholarships Coordinator - AS1

Initial Posting Date:

04/04/2025

Application Deadline:

04/11/2025

Agency:

Higher Education Coordinating Commission

Salary Range:

$3,705 - $5,066

Position Type:

Employee

Position Title:

Scholarships Coordinator - AS1

Job Description:

Scholarships Coordinator - AS1

FT/LD

Office of Student Access and Completion

Salem, Oregon

REQ - 178232

The Higher Education Coordinating Commission (HECC) has a new and exciting career opportunity as a Scholarships Coordinator (Administrative Specialist 1).

This is a full-time, limited duration position anticipated to last through December 31st, 2025 and may become permanent pending future funding. This position will typically be expected to work in-office 3 days per week. 

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 here to 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

As the Scholarships Coordinator, you will coordinate program objectives for daily operations.  You will coordinate tasks to support delivery services to recipients of various state and federal grant and scholarship award programs.  You will process scholarship applications, appeals, deferrals, and exception requests.  You will also oversee communications with scholarship applicants regarding application statuses, run queries, explain program rules and guidelines, and coordinate awards disbursements.

The Work at a Glance

Scholarship Application Processing Coordination

• Processes scholarship transcript and application file and paper documents; ensures accuracy of scholarship materials. Follows up on rejected applications, missing documents, and issues with transcript uploads.

• Runs queries using the private award query system that retrieves, filters, edits, tabulates, sorts, and produces a list of eligible finalists for each assigned program.

• Evaluates and interprets program agreement criteria to identify eligible students for each assigned program.

• Sends scholarship application status communications to students to ensure awards are accepted by deadline.

Administrative Accounting Duties

• Processes weekly check batch requests.

• Runs and analyzes data reports to ensure accuracy and identify issues with invoices, award amounts, and disbursements.

• Coordinates with fiscal team for reports, payments, and contributions. Tracks and sends to portfolio coordinator for processing as appropriate.

• Sends Annual Commitment letters to OSAC Donors. Follow up on past due payments and account balances.

Communications

• Collaborates on the student application communications strategies by developing communications plans and creating and ensuring delivery.

• Sends mass emails to applicants through application cycle as part of the OSAC communication plan.

• Participates in outreach events and activities.

Customer Service

• Responds to calls and emails from students, parents, and the public regarding the availability of over 600 scholarship funds and grants administered by OSAC.

• Assists students with completion of the OSAC scholarship and grant applications.

• Resolves individual recipient problems or guides student and partners (schools

• Provides customer support for scholarship and grant portal users such as school administrators, donors, and selection committee members.

For a complete list of duties and working conditions, please contact the recruiter for the position description.

This is a limited duration position that is SEIU represented.  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.

What We Need (Minimum Qualifications)

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR

• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; 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!

• Possess effective interpersonal skills for communicating with diverse internal and external partners and scholarship and grant recipients. 

• Possess strong customer service skills. 

• Possess strong organizational skills. 

• Possess experience in preparing and delivering presentations. 

• Adapt easily and able to deal with shifting priorities and changing demands while meeting competing deadlines. 

• Be proficient with Microsoft Office 365 software. 

• Have a high degree of accuracy and attention to detail.   

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.Chadwick@hecc.oregon.gov. Phone - 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, including vacancies in similar classifications and salary ranges.  This position may become permanent if future funding becomes available. 

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.

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