Financial Aid and Awards Coordinator

Job Responsibility: Position Information Position Number S00466 Position Title Financial Aid and Awards Coordinator Division/Portfolio Office of the Registrar Department/Program Financial Awards Location Kelowna Other Flexible Work Options Any Okanagan College Location, Eligible for Hybrid Work Your Opportunity Under the direction of the Manager, Financial Aid, the Financial Aid and Awards Coordinator is responsible for the administration and coordination of the department activities. The coordinator trains members of the team by providing technical leadership and submit matter expertise. The coordinator provides assistance in developing the team and ensuring positive relationships amongst team members. The coordinator provides technical guidance subject matter expertise and business process experience to provide support to internal and external stakeholders within the Okanagan College community. The coordinator is responsible for assessing educational funding to prospective and enrolled students in obtaining the financial support needed to achieve their educational goals. This includes administering and managing funding applications. Functions and Duties Administration & Operations

• Leads and monitors the administration and coordination of the day-to-day activities for Financial Aid and Awards, including but not limited to deadlines, systems, procedures, processes, and financial and government reporting schedule as assigned.
• Maintains, reviews, and applies policies and procedures related to Financial Aid and Awards; recommends revisions as needed; escalates and/or provides recommendations to the Office of the Registrar Management team on complex matters.
• Supports the resolution of administrative problems as escalated by students, staff, or government representatives.
• Organizes and maintains departmental vacation calendars.
• Provides support and assistance to the Office of the Registrar Management team as required and may be assigned special projects in other areas within the office.

Data Management & Systems Administration

• Monitors and reconciles award accounts, identifies trends and anomalies; takes corrective action or makes recommendations for change and improvement to support organizational sustainability, accountability, and departmental goals.
• Responsible for testing and operationalizing Financial Aid and Awards systems and reporting, including working with other departments and external organizations to ensure efficiency; reviews and initiates improvements to the relevant systems; responsible for systems training.
• Coordinates and performs systems maintenance, including testing, and evaluates problems to determine the need for enhancements.
• Liaises with staff, student unions, students, and staff as needed to maintain the effectiveness of financial aid and awards systems and data.

Analytics & Reporting

• Responsible for government reporting as assigned.
• Prepares various internal and external reports as required.

Stakeholder Engagement & Training

• Trains and mentors department team members in daily department functions, including:

- Detailed knowledge of Financial Aid and Awards processes, regulatory requirements, and College procedures and policies related to Financial Aid and Awards. - In-depth knowledge of system processes used within Financial Aid and Awards. - Use of reporting tools, databases, and document management systems.

• Represents Okanagan College, as assigned, on a variety of internal and external committees.
• Assists with the coordination and execution of award events/receptions at all campuses.
• Provides training to department users in other areas, also providing mentorship to the Financial Aid and Awards team and other Office of the Registrar staff.
• Develops and maintains effective communication both within the department and between the department and other departments, divisions, faculties, the OC community, and external agencies.

Student Funding & Compliance

• Assesses eligibility for institutional and government funding, determines award amounts, and maintains accounts/records in keeping with institutional, provincial, and federal policies and procedures.
• Authorizes the release of government student loans, monitors academic progress, and reports withdrawals and unsuccessful study periods in compliance with government policies.
• Responsible for the administration of a variety of financial support service programs, including government student loans and grants and institutional and donor scholarships, bursaries, and awards.
• Reviews, investigates, and audits transactions in accordance with Okanagan College's policies and procedures, provides recommendations, resolves any discrepancies, and completes any adjustments to ensure completeness and accuracy as assigned.

Education and Experience Graduation from a four-year degree program or its equivalent in a related area, such as Business Administration, Finance, or Management, is required. Additionally, a minimum of four years of progressive work experience in a post-secondary setting supporting students is necessary. Knowledge of applying and developing policies and procedures related to administering financial support or programs is preferred, as is experience in the adjudication or assessment process. Skills and Abilities

• Ability to work effectively with minimum supervision while supporting a team approach to the overall process
• Ability to work in an environment under pressure with strict deadlines that has complex and sensitive situations
• Strong organizational, problem solving and critical thinking skills
• Ability to interpret and operationalize complex policies and processes
• Advanced computer skills with proficiency using Microsoft Office
• Public presentation skills

Preferred Qualifications Desired Start Date 04/14/2025 Position End Date (if temporary) Schedule Annual Salary/Hourly Rate $63,827 - $72,927 Appointment Type Support - Regular Full-time Special Instructions to Applicants A valid drivers license is required as travel within the College region may be required. Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates. Employee Group Support Posting Detail Information Competition Number C003025 Posting Open Date 03/18/2025 Posting Closing Date 03/30/2025 Open Until Filled No Inclusion Statement Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, View email address on ca.edajobs.com.