Details **Open Date** 12/03/2024 **Requisition Number** PRN40420B **Job Title** Coordinator, Information **Working Title** Scholarships Information Coordinator **Job Grade** D **FLSA Code** Administrative **Patient Sensitive Job Code?** No **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** Monday thru Friday; 8:00 – 5:00 with some weekend and evening work as necessary **VP Area** Academic Affairs **Department** 00294 - Financial Aid **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** $52,500 - $56,430 **Close Date** 03/03/2025 **Priority Review Date (Note - Posting may close at any time)** **Job Summary** The position maintains policies, procedures, and communications affecting service, processing, administration, and compliance for scholarship programs. This position is the primary coordinator and point of contact for processes and systems involving departmental and external scholarships, including user training and operational documentation. **Responsibilities** 1. **Coordinate Departmental Scholarship Information** + Serves as lead for processing departmental and institutional scholarships + Coordinates and leads operational development and maintenance of scholarship management system + Prepares consumer information materials regarding departmental and outside scholarship information; assists with information regarding university scholarships 2. **Coordinate training for partners and users of scholarship system(s)** + Collects, records, verifies, and organizes operational data (service, processing, awards, outreach, etc.) for use in routine and annual reports + Assists in monitoring and evaluating program and operational budget activity + Reviews office policies, procedures, and communications for accuracy, currency, and relevancy + Maintains repository of statutory, regulatory, and policy guidelines affecting administration of financial aid and scholarships + Assesses and resolves scholarship system errors, discrepancies, and rejects; ensures thorough, accurate, and timely processing of award entries and adjustments + Monitors scholarship awards for eligibility criteria; ensures system/manual holds for posting and disbursement authorization are placed or resolved timely and accurately + Develops and delivers training on scholarship matters for OSFA staff, colleagues, students, and the public as appropriate 3. **Scholarship Eligibility** + Create and maintain program fund account descriptions and narratives detailing historical record of establishment, eligibility criteria, funding sources, funding levels, dependencies, and accounting details, among others. + Assist in monitoring office operational budgets as well as developing and maintaining projections and narratives of historical budget levels and expenditures. + Assist in monitoring financial aid and scholarship program budgets as well as developing and maintaining projections and narratives of historical budget levels and expenditures. 4. **Data Analysis and Report Preparation** + Routinely monitors, reviews, and records relevant data (application, processing, awarding, compliance, etc.) to support trend analysis, benchmark targets, and historical records + Initiates ad-hoc queries and reports to assist management in assessing service, processing, and compliance efforts + Ensures data accuracy and consistency, and researches and resolves missing or conflicting data + Conducts descriptive analyses of data and prepares charts and narratives for reports related to programs, operations, and budgets + As needed, conducts more advanced data analysis to aid in evaluation of programs, services, and compliance + Understands data sources and definitions applicable to financial aid and scholarship administration + Analyzes data for trends and changes + Collaboratively ensures all data collection, analyses, and reporting efforts are accomplished timely, and with accuracy and integrity + Prepares routine reports and profiles for management review documenting status of financial aid and scholarship programs, including national, state, and institutional changes in regulations and policy + Assists with completion and submission of data reporting requirements, and helps ensure data and resulting analyses support laws and guidelines governing privacy, confidentiality, security, and authorized access 5. **Professional development and professionalism** + Maintains current access to systems affecting position responsibilities. + Actively participates in professional meetings, conferences, and workshops; meets and communicates regularly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution. + Provides clear and accurate documentation of transactions, conversations, interactions, and edits to records affecting student eligibility and/or compliance with applicable regulations, statutes, and/or policies. + Maintains current knowledge of all policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering the federal, state, institutional, and private financial aid programs, and associated systems and emerging technology, including external systems with which we communicate and interact + Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public + As needed, serves on various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees + Handles special projects and performs other duties as necessary This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. **Work Environment and Level of Frequency typically required** Nearly Continuously: Office environment. **Physical Requirements and Level of Frequency that may be required** Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead. **Minimum Qualifications** Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience). Two years experience in collecting, organizing analyzing, and presenting data; and demonstrated human relations and effective communication skills required. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** Prefer previous work experience in higher education. **Type** Benefited Staff **Special Instructions Summary** **Additional Information** The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen. The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients. All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both. To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/ Online reports may be submitted at oeo.utah.edu https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.