MIRACOSTA COLLEGE
CLASS TITLE: FINANCIAL AID/SCHOLARSHIP SPECIALIST
BASIC FUNCTION:
Under the direction of the Director, Financial Aid and Scholarships, administer the college's
scholarship program and perform specialized clerical duties involving various Financial Aid
programs, and act as Building 3000 receptionist.
REPRESENTATIVE DUTIES:
1.
Promote, publicize and disseminate information about the college’s scholarship program to
students, parents, donors and academic departments including development of brochures,
flyers, posters and Web Site. Maintain current knowledge of computer/web based
scholarship programs. [E]
2.
Advise potential scholarship donors about policies, procedures and process for
establishing annual scholarships; recommend criteria and provide input for award amounts
that reflect current cost of attending college. (E)
3.
Use discretion in making independent decisions related to the deferment of fees for
prospective scholarship recipients following broad guidelines. Follow general procedures
related to Foundation scholarships. Analyze and interpret the appropriateness of
scholarship awards in the absence of the Awards and Scholarships Committee. (E)
4.
Notify donors of students selected to receive scholarships. Serve as liaison with local
agencies (such as high schools and other organizations), federal and statewide agencies
to assist in the receipt and disbursement of funds. Attend annual awards events both on
and off campus for students selected to receive scholarships.
5.
Develop and establish scholarship calendar for academic year and set deadlines. Provide
support to the Awards and Scholarships Committee including scheduling meetings,
processing applications, notifying students of their selection, and disbursement of funds.
Maintain and update policies, procedures and process manuals for administering the
scholarship program. Develop and maintain a variety of forms. (E)
6.
Review scholarship applications and academic transcripts for compliance with donor
criteria. Communicate with students, staff and various outside agencies to exchange
information and resolve issues or concerns; refer students to other College departments,
community resources and outside agencies as appropriate. (E)
7.
Receive, record and process all external scholarship funds; maintain accurate account
records and files; coordinate with the college Foundation to determine the amount of funds
available to award; initiate the awarding of scholarship monies and approve disbursement
of funds in accordance with established guidelines and criteria. (E)
8.
Analyze existing guidelines and establish additional processes as needed to set up
scholarship trust and other financial plans for students and donors. Track and monitor
individual student trust accounts including verifying enrollment and eligibility, processing of
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09
FINANCIAL AID/SCHOLARSHIP SPECIALIST
2
payments and deposits by maintaining close contact with fiscal services staff. Notify
recipients of awards, set up third party deferments and bookstore vouchers. Prepare
invoices for third party billing. (E)
9.
Communicate with Financial Aid staff regarding Title IV and other federal regulations and
monitor changes to those regulations. Prepare reports for internal/external programs or
organizations.
10.
Keep current scholarship information and applications available to students in the
Scholarship Office. Direct students to available resources for scholarship information.
Respond to scholarship inquiries from students, staff and donors and resolve problems
related to scholarship transactions.
11.
Train and provide work direction and guidance to part-time and student workers as
directed; assist in the hiring process of part-time and student employees.
12.
Participate in a variety of other assigned activities as they relate to scholarships and
financial aid, including but not limited to financial aid outreach efforts, scanning of
documentation, review incoming documentation for completion.
13.
Perform other duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, policies and objectives.
Basic accounting principles.
Interpersonal skills using tact, patience and courtesy.
Business letter and report preparation techniques.
Operations, procedures and processes required to effectively operate a scholarship program.
Marketing and publicity strategies.
Modern office practices, procedures and equipment including telephone techniques and etiquette.
Financial and statistical recordkeeping techniques.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in
a variety of procedural situations.
Operate a variety of office equipment, including computer and appropriate software.
Understand and follow oral and written directions.
Plan and organize work; work independently.
Meet schedules and timelines.
Set deadlines and establish scholarship calendar for year.
Analyze and interpret statistical data.
Interpret criteria set by outside scholarship sponsors.
Communicate effectively both orally and in writing
Compose and draft promotional materials, brochures, etc.
Establish and maintain effective working relations with others.
Represent and serve as advocate for the college scholarship/financial aid program.
Resolve disputes between sponsors and recipients.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09
FINANCIAL AID/SCHOLARSHIP SPECIALIST
3
Maintain information and files of a confidential or sensitive nature.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience equivalent to graduation from high school and two years closely
related experience.
LICENSES AND OTHER REQUIREMENTS:
Not applicable
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Student and temporary workers as needed.
CONTACTS:
Co-workers, faculty, students, parents, donors and the general public.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and/or stooping; occasional light
lifting, carrying, pulling and/or pushing of objects weighing 25 pounds or less; ability to work at
computer station on a regular basis for short to extended periods of time, involving light to
moderate repetitive use of hands, wrists, shoulders and forearms; ability to travel to a variety of
locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and
communications personally, by phone and in writing with a variety of individuals and/or groups of
individuals from diverse backgrounds on a regular, on-going basis. Ability to concentrate on
detailed tasks for extended periods of time and/or intermittently while attending to other
responsibilities; ability work effectively under pressure on multiple tasks concurrently while
meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily busy, office environment; subject to frequent contacts and interruptions by individuals
in person or by phone; may be required to work at any district location or authorized facility
during day and/or evenings hours including occasional weekends on an as-needed basis. May
be required to work at any district location during day and/or evening hours including occasional
weekends on an as-needed basis
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09