Scholarship Operations Coordinator

Under the supervision of the Director of Scholarship Operations, the Scholarship Coordinator is responsible for the intake, review, verification, and preparation of student scholarship applications to ensure accuracy, completeness, and compliance with program requirements. This role provides direct support to applicants and recipients, serves as a liaison between students and educational institutions, and prepares verified student files for review by Scholarship Operations Managers, who retain sole responsibility for scholarship awarding decisions.

The Scholarship Coordinator represents Native Forward in a professional manner and supports scholarship program delivery in alignment with the organization’s mission, values, and strategic direction.

This list of duties and responsibilities is illustrative and not all-inclusive.

Essential Duties & Responsibilities

• Serves as the primary point of responsibility for the intake, review, and verification of all student-submitted scholarship application materials.
• Reviews student documents for accuracy, completeness, and compliance with scholarship policies, contracts, and program requirements.
• Tracks missing, incomplete, or incorrect documentation and conducts timely follow-up with applicants and institutions.
• Reviews and processes required scholarship portfolio materials, including transcripts, enrollment verifications, class schedules, and other program-specific documentation.
• Prepares complete and verified student files and forwards them to Scholarship Operations Managers for final review and awarding decisions.
• Maintains comprehensive knowledge of scholarship policies, procedures, and contractual requirements.
• Provides guidance and timely support to prospective applicants, continuing recipients, and educational institutions regarding eligibility, application requirements, and recipient responsibilities.
• Corresponds with applicants, recipients, and post-secondary institutions regarding documentation, application status, financial aid coordination, and scholarship procedures.
• Serves as a liaison between students and educational institutions to resolve documentation or enrollment-related issues.
• Maintains accurate, secure, and up-to-date student records in compliance with confidentiality requirements and the Family Educational Rights and Privacy Act (FERPA).
• Performs intermediate data entry, record updates, and document tracking using database systems and web-based scholarship platforms.
• Assists with tracking and monitoring recipient academic progress toward degree completion.
• Collaborates closely with Scholarship Operations Managers to coordinate workload, meet deadlines, and ensure efficient processing of applications.
• Assists the Director and Managers with tracking program outcomes, identifying process improvements, and supporting policy and procedural updates.
• Supports outreach and promotional efforts by assisting with scholarship directories, conferences, meetings, information booths, and other outreach activities.
• Assists with planning and coordinating special projects and initiatives as assigned.
• Participates in presentations, orientations, and information sessions for students, families, tribal representatives, and community partners.
• Prepares internal and external written communications and distributes informational materials as assigned.
• Embodies Native Forward Core Values and promotes the organization, staff, and programs in a positive and professional manner.
• Contributes to team success and performs other duties as required.

Minimum Qualifications:

• Bachelor’s degree in a related field; education, student services, financial aid, or social services preferred.
• 2 years of experience in financial aid, scholarship administration, or a related student services environment; or an equivalent combination of education and experience

Additional Requirements:

• Valid Driver’s License required.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of American Indian history, culture, and tribes.
• Knowledge of academic standards governing student probation, suspension, and/or expulsion.
• Knowledge of integrated functions of financial aid, academic counseling, and general student services.
• Knowledge of various student life issues and concerns, including graduate students.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Ability to work independently and efficiently
• Ability to maintain strong attention to detail and accuracy when reviewing and processing documents.
• Ability to make solid decisions and exercise independent judgment.
• Ability to analyze course prerequisites, certification, and/or curriculum/graduation requirements.
• Ability to evaluate student transcripts and/or records and financial need forms.
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds, employees, and officials.
• Ability to gather data, compile information and prepare reports.
• Ability to be innovative, creative, and flexible.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to handle multiple tasks and meet deadlines.
• Ability to follow oral and written instructions.
• Skills in operating business computers and office machines, including various software applications, specifically MS Office. Proficiency with databases and web-based application systems.
• Skills in planning and organizing group activities.
• Skilled in public speaking

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit, use hands to finger, handle or feel; reach with hands and arms and talk or hear.  The employee frequently is required to walk.  The employee, occasionally, is required to stand, stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 40 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level.  Extended hours and irregular shifts may be required. Tight time constraints and multiple demands are common. Travel will be required for training, meetings, conferences, presentations, and other events.