Position Title:
State Grants Administrator/Scholarship Portfolio Coordinator (PA2)

Higher Education Coordinating Commission (HECC)

Job Post Website Address:


Salary Range:
$4,693 - $7,180

Deadline or Close Date:

Job Location - City, State:
Salem, Oregon

Position Description:
Job Description:

Come for a job. | Stay for a career. | Make a difference… for a lifetime!

Do you enjoy implementing programs and projects? Then look no further! Join the Higher Education Coordinating Commission’s Student Access & Completion team as a State Grants Administrator/Scholarship Portfolio Coordinator (Program Analyst 2).

The State of Oregon’s Higher Education Coordinating Commission is recruiting for a State Grants Administrator/Scholarship Portfolio Coordinator (PA2) This is a full time, permanent position. We are looking for a strategic, detail-oriented individual to join our growing team. This position will be headquartered in our Salem office; however, the successful candidate may be eligible for in state hybrid work. Hybrid work consists of performing duties onsite in a standard office environment and working remotely.

Why Join Us

The Higher Education Coordinating Commission (HECC) envisions a future in which all Oregonians benefit from the transformational power of high-quality postsecondary education and training. Come work with a team that values equity, affordable access to education, and lifelong learning within beautiful Salem, Oregon!

Agency Values - Transparency, Equity, Integrity, Trust, Collaboration, Accountability, Lifelong Learning.

Learn more about our vision - The Higher Education Coordinating Commission

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 would 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.

What You Will Be Doing

The primary purpose of this position is to deliver services to recipients of various state and federal grant and scholarship programs administered OSAC that have sensitive involvement working directly with applicants and recipients, financial aid personnel at public and private colleges and universities, partner organizations, and other state agencies like the Oregon Department of Human Services and the Oregon Department of Public Safety Standards and Training, and other offices within the Higher Education Coordinating Commission. The person in this position will be assigned a portfolio of grant and/or scholarships. This position coordinates program objectives for daily operation, ensures the delivery of services to students by explaining program rules and guidelines, and coordinates awards and disbursements.

Minimum Qualifications (Required Skills)

A Bachelor's Degree in Business or Public Administration, Behavioral or Social Sciences, or a degree related to working with diverse students or financial aid; and two years’ experience coordinating or administering a program OR any combination of experience or education equivalent to five years of experience that is related to working with diverse students or financial aid or coordinating/administering a program.

Desired Attributes/Skills

  • Possess extensive effective communication and interpersonal skills
  • Possess strong organizational skills
  • Have a high degree of flexibility and work demand tolerance
  • Adapt easily and able to deal with shifting priorities and changing demands while meeting competing deadlines
  • Have a high degree of accuracy and attention to detail
  • Be proficient with Microsoft Office, Outlook, Word, Access, and Excel
  • Experience administering financial aid, public grants, institutional aid, and/or private scholarships

Duties Include:

Program Coordination

  • Coordinates, plans, manages, and administers an assigned portfolio of programs including awarding, disbursing, and accounting.
  • Ensures compliance with state regulations, partner contracts, award administrative rules and processes, and/or private award operating rules for each fund in assigned program.
  • Works with state partners or their representatives, schools, and other stakeholders to confirm participation, schedules, procedures, policies, and development and/or revisions of administrative rules and guidelines for each program.
  • Reviews past processes for needed changes. Implements said changes.
  • Resolves questions and requests from students in portfolio.
  • Resolves individual recipient problems or guides student and partners (schools and other stakeholders) on appeal processes. Processes and determines appropriate resolution to appeals and expectations. May request input from manager as needed. Assists with writing the Policies and Procedures Handbook. Responsible for developing, reviewing, and updating policies relating to assigned programs.
  • Develops policies in collaboration with the team to enhance the processes needed for program administration.
  • Reviews/ revises policies and procedures for each program annually.
  • Maintains program statistics, analysis, and projections. Provides Director and Managers with quarterly updates on these statistics, analysis, and projections.
  • Produces required reports as needed.
  • Provides back-up coverage for grants and scholarships.

Program Service Delivery: Awarding Process

  • Runs queries using the private award query system that retrieves, filters, edits, tabulates, sorts, and produces a list of eligible finalists for each program.
  • Coordinates the processes for awarding, disbursing, and accounting for all assigned programs; verifies account balances and reconciling account discrepancies for each assigned program; prepares, tracks, and ensures transfer of any related administrative charges.
  • Communicates with students, partners, and Financial Aid personnel at colleges and universities regarding the disbursement of awards.
  • Assesses and updates all student changes in portfolio, including changes in financial need, college choice, major or contact information.
  • Independently assesses, evaluates, and decides a student’s eligibility, petition, appeal, and the rescinding or reinstatement of a student’s award.
  • Reviews and suggests edits for information about assigned programs on webpages and publications.
  • Works with IT staff to maintain and improve program application and awarding processes for students; advocates for improvements requested stakeholders.
  • Evaluates and interprets program agreement criteria to identify eligible students for each assigned program.
  • Ensures awarding materials are complete and distributed to selection committee as needed. Provides training and direction to volunteers.
  • Evaluates and determines whether to approve, decline, or refer a student’s award deferral request.

Monitoring and Fiscal Processes

  • Completes recipient reports for each program.
  • Verifies and monitors award amounts for students in assigned programs.
  • Ensures award letters and award recipient disbursements are accurate and completed.
  • Invoices for any administrative fees associated with assigned programs.
  • Reviews and verifies funds requested for each program in portfolio.
  • Ensures checks are ordered accurately for each program in portfolio.
  • Maintains accurate records and history of awards and disbursements for each program.
  • Develops and maintains agency fiscal projections for assigned programs in cooperation with accounting and IT staff.

Specialized Duties

  • Provides customer service; coordinates application process; sets up and updates user accounts in portal; supports students, parents, partners, and staff.
  • Sets up and conducts processing and reviewing of applications; troubleshoots review process to ensure successful submissions. Conducts review of transcripts for applications.
  • Participates in outreach events and activities, including tabling events and presenting in front of large audiences.
  • Represents OSAC with external groups such as constituency organizations, stakeholder groups, legislative committees, the Governor’s staff, community colleges, and four-year public and private universities.

For a complete list of duties and working conditions, please contact Jenny Chadwick at [email protected]

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.

Veteran’s Preference: You will receive a Workday task to submit your supporting documents. Be sure to submit your documentation prior to the close date of this posting in order to have the preference considered. Click here for more information about veterans’ preference.

Future Vacancies: We may use the candidates from this posting to fill future vacancies.

Position Description: A complete position description is available by contacting the recruiter.

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 confirming you are able to work in the US.

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.