Position Title:
State Grants Administrator/Scholarship Portfolio Coordinator - PA2

Higher Education Coordinating Commission - OSAC

Position Contact Name:
Jenny Chadwick

Position Contact Email:
[email protected]

Position Contact Phone:

Salary Range:
4,693.00 - 7,180.00

Deadline or Close Date:

Job Location - City, State:
Salem, Oregon - Hybrid

Position Description:
State Grants Administrator/Scholarship Portfolio Coordinator – PA2Hybrid work – Limited Duration, Full-Time

OSAC - Office of the Student Access & Completion

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

Are you a self-starter with a passion for expanding opportunities for Oregonians to access higher education and career training goals? Do you enjoy implementing programs and projects? If so, please consider joining the Higher Education Coordinating Commission’s Office of Student Access & Completion Team!

The State of Oregon’s Higher Education Coordinating Commission is recruiting for a State Grants Administrator/Scholarship Portfolio Coordinator (PA2) position. We are looking for a strategic, detail-oriented individual to join our growing team. This position is statewide in scope and will be headquartered at HECC’s Salem Office. The successful candidate may be eligible for in state hybrid work, consisting of performing duties onsite in a standard office environment and working remotely. Work location and number of days worked remotely will be negotiated with hiring manager. We value our employees and encourage work life balance and flexibility.

This is a Limited Duration position and is budgeted through June 30, 2025. This position also has the potential of becoming permanent.

Why Join Us

The Higher Education Coordinating Commission (HECC) envisions a future in which all Oregonian’s 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!

About the Agency

HECC AGENCY VISION - The Higher Education Coordinating Commission (HECC) envisions a future in which all Oregonians—and especially those whom our systems have underserved and marginalized—benefit from the transformational power of high-quality postsecondary education and training.

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.

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. 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 this position, please feel free to contact us to discuss your application.

About the Office

The Office of Student Access & Completion (OSAC) expands opportunities for Oregonians to access their higher education and career training goals through information, mentoring, and financial aid. Programs administered through OSAC that support students include:

  • ASPIRE information and mentoring programs: ASPIRE Middle & High School and Summer Bridge.
  • Outreach Programs: FAFSA Plus, in-person presentations, and tabling events directly serving students and families.
  • Financial aid programs:
    • State programs: Oregon Opportunity Grant, Oregon Promise Grant, Student Child Care Grant, Oregon National Guard State Tuition Assistance Grant, JOBS Plus, and other grants.
    • Federal programs: Chafee Education and Training Grant (for former foster youth).
    • Private scholarship programs: OSAC works in partnership with The Oregon Community Foundation, The Ford Family Foundation, and other donors to administer more than 600 scholarships.
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 award programs. This position administers many individual grant and scholarship programs that have sensitive involvement working directly with grant and scholarship 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 role coordinates program objectives for daily operation, ensures the delivery of services to students by explaining program rules and guidelines, and coordinates awards disbursements.
Duties Include
  • 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.
  • 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.
  • 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.
  • Runs queries using the private award query system that retrieves, filters, edits, tabulates, sorts, and produces a list of eligible finalists for each program.
  • Provides customer service; coordinates application process; sets up and updates user accounts in portal; supports students, parents, partners, and staff.
  • 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.
  • Assist in the development of social media marketing strategies for application completion.
For a complete list of duties and working conditions, please contact the recruiter for the position description. [email protected]
Working Conditions
  • This position is required to be in the office a minimum of 2 days per week.
  • Daily team interactions.
  • Open office environment.
  • Extensive computer use.
  • Must respond to many incoming calls concurrent with other daily deadlines and responsibilities.
  • Simultaneous work on multiple tasks with frequent interruptions.
  • Requires remaining stationary for extended periods.
  • May require statewide and/or national travel.
  • This position is required to either possess and maintain a valid driver's license by the state of residence or provide an acceptable mode of alternative transportation, to travel to required training and meetings.
  • Requires physical activity normally associated with filing and sitting for extended periods, occasional bending, stooping, and walking to meetings within the building.
Desired Attributes/Skills
  • Demonstrated experience with grant and program management, particularly financial aid (grants and/or scholarships), and/or college admissions.
  • 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
  • Possess experience in preparing and delivering presentations
  • Have a high degree of accuracy and attention to detail
  • Be proficient with Microsoft Office, Outlook, Word, Access, and Excel
If you have these qualities, let us know. It’s how we will choose whom to move forward!
Minimum Qualifications (Required Skills)
  • A Bachelor's Degree in Business or Public Administration, Behavioral or Social Sciences, or Education, or a related degree that demonstrates the capacity for the knowledge and skills; and two years experience coordinating or administering a programOR any combination of experience or education equivalent to five years of experience that typically supports the knowledge and skill requirements listed for the classification.
The Benefits
  • Competitive medical, vision and dental benefits package for the employee and qualified family members.
  • Opportunity to participate in a deferred compensation savings program.
  • Work with a team that values equity, affordable access to education, and lifelong learning within beautiful Salem, Oregon!
  • A fabulous retirement program.
  • Work-life balance:
    • 11 paid holidays per year.
    • 3 additional paid "Personal Business Days" per year.
    • 8 hours of sick leave accumulated every month.
    • Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years.
How to Apply
  • Click the apply button and fill in the application fields.
  • Complete the questionnaire.
  • Upload your resume.
  • Attach a cover letter. Limit to no more than two (2) pages and clearly demonstrate how your education and work experience meet the desired attributes of this position.
Be sure to check your applicant inbox periodically for updates and information requests.
Failure to respond to these requests may delay the review of your application materials.
Help Your Application Rise to the Top!
Your candidate profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Candidates whose training and/or experience most closely match the requirements and needs of the position and who attach all necessary documents will be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (attention to detail, spelling, grammar, etc.)
Need help?
If you need an alternate format in order to complete the application process, please contact HR Analyst, Jenny Chadwick at [email protected] or call 971-372-1275 and be prepared to describe the alternate format needed.
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.
  • Criminal Records Check: Employment is contingent on the outcome of a criminal records check which may require fingerprints (FBI). Any history of criminal activity will be reviewed and could result in the withdrawal of an offer or termination of employment.
  • Veterans: If you are a veteran, you may receive preference. A request will be sent to your applicant inbox to submit your veteran’s DD214 form. 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.