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Position Announcement

Scholarship Coordinator
Recruitment No. 5440615

Human Resources seeks candidates for the Scholarship Coordinator position in Financial Aid.  The employee reports to the Associate Director, Financial Aid, and plays a key role in maximizing the impact of financial aid on University-wide recruitment and enrollment efforts.  The selected applicant cannot be in default or owe an overpayment in any Title IV Federal Financial Aid program.



In concert with the Associate Director of Financial Aid (Associate Director) and other Financial Aid staff as appropriate, implements the application of federal, state, and University regulations, guidelines and requirements for University Scholarships and funding from the State of Kansas.

Monitors and evaluates scholarship activity at the University. Confers with the Executive Director of Enrollment Management, Director of Admissions, Associate Director, and/or the Director of Financial Aid (Director) to determine appropriate action as identified issues merit, and when scholarship applications present unusual issues and concerns, initiates appropriate action to correct or resolve such issues.  Recommends changes in University Scholarship policy to Associate Director of Financial Aid and/or Director of Financial Aid to ensure compliance with University scholarship program requirements, and administers such changes as needed.

Reviews and evaluates scholarship applications to determine and award University, private, state and federal scholarships according to scholarship requirements and University policy.

Meets with deans, department chairs and other academic leadership to discuss and identify avenues to leverage scholarship funds and financial aid packages.  Serves as liaison between academic department chairs and other University departments to resolve issues, answer questions, assist with concerns and identify new funds.

Works with private funding sources to identify/verify scholarship requirements and scholarship recipients.  Posts funds to student accounts, and works with the University Business Office to ensure funds are reconciled and deposited appropriately into student accounts.

Using Banner and initiating Banner processes, completes budgeting, packaging, and award letter/e-notification activities.

Monitors financial aid listserves to remain apprised of potential issues in Financial Aid and monitors University processes to identify needed adjustments according to industry standards and governmental regulations.  Works with the Associate Director to review and adjust University processes to ensure compliance with changing regulations and increase processing accuracy and efficiency.

Reconciles scholarship accounts with the University Business Office to verify balances, prevent over-awards, and ensure accuracy of all accounts.  Bills Washburn University Foundation to affect the transfer of funds to accounts for awarded scholarships. Reviews and analyzes records, communicates with donors and responds to their information requests.

Establishes scholarship records in Banner to initiate and facilitate award processing in the system.  Generates, reviews and evaluates reports to monitor account balances, verify that appropriate activity occurs and prevent over-award of funds.

Reviews grade reports and other records as appropriate to evaluate student academic progress relative to scholarship requirements and to determine appropriate continuation of scholarship awards.  Notifies recipients of award status according to determinations.

Researches records and/or federal, state, and University regulations, procedures and requirements, evaluates findings and assists and supports Financial Aid staff in the resolution of especially complex, problematic or difficult Financial Aid issues.  Works with the Associate Director and Student Employment Coordinator to research federally-allowed educational expenses and develops annual financial aid cost of attendance budgets to use as a basis in determining Financial Aid awards.

Serves on a variety of Financial Aid Committees such as FA Communication Committee, Regulatory Committee, Strategic Planning Committee to advise and assist the Director and Associate Director in developing communication plans and improvement processes for financial aid and financial literacy information for the Washburn University community.

Performs other duties as identified or assigned in support of the University.



REQUIRED: Bachelor's degree and 3 years of experience in financial aid or a related field, or an equivalent combination of education and experience. 

PREFERRED: Master's degree. Experience in scholarship coordination.  Experience using an integrated software system such as Ellucian Banner.


Submit a letter of interest, resume, Resume Supplement for Administrative Positions, copy of official college transcript(s), and names and phone numbers of three professional references to getajob@washburn.edu or to Washburn University Human Resources, 118 Morgan Hall, 1700 SW College, Topeka, Kansas  66621. Review of applications will begin June 29, 2015 and continue until a suitably qualified candidate has been identified.  Salary is upper $30K to $40K commensurate with experience.  Excellent fringe benefits package.  Employment at Washburn University may be conditioned upon satisfactory completion of a background check.