Scholarship Specialist

May 09, 2017
Institution Type
Community College

Job Description: POSITION: SPECIALIST, SCHOLARSHIP SPRSDV-SPEC01 STATUS: Part-time 28 hours per week DEPARTMENT: Resource Development DIVISION: Resource Development CLASSIFICATION: Non-exempt UNION: Support and Technical REPORTS TO: Finance and Scholarship Coordinator PLACEMENT: Support staff, grade 7 MINIMUM PAY RATE: $20.41 per hour Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff. POSITION SUMMARY The Scholarship Specialist is responsible for monitoring, maintaining and implementing all scholarship services for Joliet Junior College. This position performs duties that include management, coordination, research, training and outreach to students, parents, high school counselors, JJC staff and community organizations, while interpreting and disseminating knowledge of scholarship guidelines and criteria. Account records and files must be maintained with confidentiality with respect to all financial records as well as the student's privacy. Prepares fiscal reports and reconciliations, adjustments, and closing procedures for the Resource Development Office. Good judgment, decision making and the ability to work alone as well as in a team environment, while demonstrating a knowledge of and interest in diverse populations is necessary. ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES 1. Oversee, monitor, manage and maintain scholarship student accounts and files. Record and process funds in accordance with established scholarship guidelines. Assess, revise and update all scholarship descriptions, criteria and availability. Coordinate strategies for coding and accounting for scholarships in Ellucian and an excel spreadsheet. Prepare external Scholarship fiscal year-end reconciliations, adjustments, closing procedures, and assist with year-end audit processes. 2. Track and monitor individual student accounts including verifying enrollment, eligibility and processing of payments and refunds. Maintain professional contact with the Financial Aid and Service Center offices. 3. Notify recipients and coordinate thank-you letters from the students to the appropriate donors. Respond to student inquiries and resolve issues. 4. Advise appropriate individuals and parties regarding available internal and external scholarships, processes and requirements, criteria and appropriate use of scholarship funds. 5. Coordinate and collaborate with faculty and Foundation Board scholarship review committees to score scholarship applicants. 6. Prepare monthly financial statements for the external scholarship accounts by partnering with Finance Services. 7. Direct and Coordinate outreach and information efforts to promote, publicize and disseminate information about the college's scholarship program to attract new students, increase awareness to high school counselors, parents, students, JJC faculty, community organizations and the community. 8. Make public presentations as requested and conduct high school financial aid workshops, information sessions, scholarship events and other outreach activities. 9. Maintain databases to track and monitor the status and disposition of scholarship applications for individual programs, new and continuing students receiving external scholarship awards, and related student data. Access student records on Colleague System to review financial aid packages and obtain information. 10. Monitor academic status of scholarship recipients for duration of scholarship to ensure awarded funds/ waivers are being properly credited to students' accounts and expended. Assist students in resolving issues with Financial Services regarding scholarship awards. 11. Maintain strict confidentiality of pertinent information. 12. Actively participate in achieving departmental and college goals and objectives. 13. Perform related duties as assigned. MINIMUM QUALIFICATIONS 1. Associate's degree or related experience. 2. One (1) year of accounting, business office or development support services experience. 3. Strong accounting, analytical, and organizational skills, attention to detail. 4. Excellent interpersonal skills, strong oral and written communication skills and knowledge of protocol. 5. Demonstrated ability to adapt quickly and work in a fast-paced environment. Ability to work effectively with diverse groups of students, faculty, and staff. 6. Strong knowledge of Microsoft Office Word and Outlook, and proficiency in Excel. PREFERRED QUALIFICATIONS 1. Bachelor's Degree in Accounting, Business Administration or related field. 2. Experience working in higher education in the areas of financial aid, student accounts or scholarship administration. 3. Proficiency in Microsoft Word, Excel, and Colleague system. PHYSICAL DEMANDS 1. Normal office physical demands. 2. Ability to travel between campus locations and to and from community events. WORKING CONDITIONS 1. Duties are performed indoors in the usual office and/or outdoor environment. Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract. Application Procedures: "Apply to this Job at" Application Deadline: May 22, 2017 All offers of employment are contingent upon the following: * Satisfactory results of a background check * Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires Joliet Junior College is an equal opportunity/affirmative action college supporting diversity. ANNUAL CLERY SAFETY REPORT (ASR) NOTICE FIRE SAFETY REPORT (FSA) and MISSING PERSON POLICY (MPP) FOR STUDENTS RESIDING IN "ON CAMPUS" STUDENT HOUSING Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in "on campus" student housing is available at the JJC Police Department website : along with other safety information. If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses. This information is required by law and is made available by the Joliet Junior College Police Department.