Scholarship Utilization Coordinator

ABOUT GREAT JOBS KC: Great Jobs KC (GJKC) is a 501(c)(3) nonprofit that resides in the community, and reports to a community-based Board of Directors. Great Jobs KC through the KC Scholars scholarship program provides financial support for individuals from low- to modest-income households to complete a college degree or a job training program resulting in a family-sustaining career. The KC Scholars scholarship program awarded its first scholarship in May 2017. Beginning in 2022, Great Jobs KC broadened its programs by adding Great Jobs KC training, a tuition-free job training program, life skills workshops, and career placement programming.

ABOUT THE ROLE

Reports to: Director, College Programs

Location: Kansas City, MO (Hybrid)

Status: Exempt, Full-time

Salary: Annual salary based on experience

Benefits: Medical, dental, vision, STD, LTD, Life Insurance, PTO, Holidays, leave program, 401k including employer contribution, and others

Operating hours: 8:30 am to 5:00 pm CST
 

The goals of KC Scholars Scholarship Programs are:

1) 96% scholarship program annual persistence rate.

2) 90% scholarship program participant satisfaction rate.

3) 80% scholarship program college completion rate within 5 years.

4) 80% scholarship program college graduates achieve a salary of $45K

The goals for Scholarship Utilization Coordinator are:

• Achieve 100% accuracy rate in scholarship payment records by reducing data entry errors and discrepancies.
• Achieve 90% Institution-Sponsored scholarships award acceptance
• Achieve 80% Institution-Sponsored scholarship utilization/degree completion
• Develop a summer payment process for 2025 to meet the need of GJKC fiscal year accounting by March 2025 for successful implementation.
• Decrease % of scholars taking out loans to pay for college (national average 25%) and average amount borrowed (national average $29,400). First year focus will be developing benchmark of scholar data in comparison to peer and national averages.

POSITION DESCRIPTION: The Scholarship Utilization Coordinator position is responsible for overseeing and administration and disbursement of scholarship funds to recipients. This role involves managing the scholarship payment process, ensuring compliance with financial policies, and maintaining accurate records.

Primary responsibilities include:

• Develop strategic thinking and acting directly related to core responsibilities
• Oversee and manage scholarship payments process per term
• Ensure each College Savings Match Scholar who completes the necessary Milestones and contributions receives the applicable total earned each semester.
• Maintain and update ‘financial aid resources’ webpage
• Maintain and update ‘find your college’ webpage and associated collateral (i.e quick guides)
• Maintain and update Salesforce summer payment and Unexpended funds reports
• Create marketing collateral on financial aid resources
• Ensure data reliability in Salesforce through timely and accurate reviews.
• Review IHE payment spreadsheets for any unusual notifications from institutions (e.g., Scholar not enrolled) and notify Advocates.
• Maintain an understanding of Postsecondary Network partner addendums, scholarship details, offerings, and Scholar support
• Ensure each eligible Scholar who completes the necessary KC Scholars program requirements and requests a payment, receives the applicable payment each semester.
• Contribute to the administrative process of tracking funds used and yet available and current enrollment status of Scholars, with tracking used in making scholarship payments to institutions and requesting refunds from them.
• Conduct regular audits to verify the accuracy and integrity of scholarship payments.
• Ensure data reliability in Salesforce through timely and accurate reviews
• Identify and implement process improvements to enhance efficiency and accuracy of scholarship payment.
• Collaborate with finance and Postsecondary Network partner institutions to verify enrollment and ensure proper allocation of funds.
• Communicate payment schedules and requirements to scholarship recipients and institutions.
• Prepare and submit regular financial reports related to scholarship payments.
• Coordinate with and collaborate with Scholarships, IT, Finance, and others Great Jobs KC teams to ensure that both Scholars and the organization’s priorities are being met in processes within the manager’s core job functions
• Ensuring Postsecondary Network partner institutions financial aid contacts have appropriate training and documentation on our processes and following up with them on discrepancies and questions surrounding Scholar payments, enrollment, and graduation
• Maintain an understanding of Postsecondary Network partner institutions offerings and Scholar support, in collaboration with the College team, and ensure appropriate spreadsheets, webpages, and databases are kept up to date
• Create documents outlining processes and provide input regarding policies and operations related to core job functions
• Monitor process performance related to key performance indicators and metrics to identify potential opportunities for improvement.
• Complete special projects and miscellaneous assignments as required.
• Assist in identifying and implementing process improvements in all areas.
• Attending meetings and events as appropriate.
• Other related activities and duties as assigned.

EDUCATION AND EXPERIENCE

Education:

• An undergraduate degree is required, while an advanced degree is preferred, preferably in education, finance, or IT-related fields

Work Experience:

• 2+ years managing scholarship payments or similar financial disbursement process, or related experience
• Proficiency in Microsoft Office (Excel, Outlook, Word, Power Point, and OneNote) and CRM systems.
• Command of knowledge and practice of the college application process, admissions eligibility, financial aid, academic requirements, college enrollment, and college persistence – specifically for students historically underrepresented in higher education, preferred

Additional Knowledge, skills, and competencies:

• Ability to work independently and with a team in a high-volume environment with an emphasis on accuracy and timeliness
• Adaptable and resilient to all situations with an optimistic outlook that aligns with our culture and mission
• Proven and successful experience collaborating with other organizations to achieve program goals
• Experience working in a fast-paced, goal-oriented environment with the ability to set and meet clear deadlines.
• Self-driven yet willing to follow directions, at times with limited input
• Personal values system that encompasses the highest standards of honesty, confidentiality, integrity, loyalty, and professional ethics
• Strong organizational skills, well-developed process skills, attention to detail, and ability to multi-task and meet multiple competing deadlines in a rapidly scaling organization
• Ability to be proactive and consider the bigger picture
• Exceptional judgment that augments an ability to be solutions-oriented and then act appropriately to solve problems
• Excellent verbal and written communication and interpersonal skills
• Ability to analyze data and recognize and articulate trends
• Ability to hold oneself and others accountable for enacting and following processes to ensure that work is accurate and complete and “completed correctly the first time”
• Strong computer skills and the ability to learn new applications and complex features as needed

Physical requirements:

• Ability to lift up to 15 lbs.
• Ability to work in an office and remote environment.
• Ability to travel from and to work and occasionally other sites.
• Ability to interact with others via technology, face-to-face and collectively.

Great Jobs KC firmly supports the principle and philosophy of equal opportunity for all individuals, regardless of age, race, gender, creed, national origin, disability, veteran status, or any other protected category pursuant to applicable federal, state, or local law.