Job Description / Duties

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.

1. Administration

o Leads and monitors the administration and coordination of the day-to-day department activities for Financial Aid and Awards including but not limited to deadlines, systems, procedures, processes, and financial and government reporting schedule as assigned.
o Trains and mentors department 7 team members in daily department functions, including:
o Detailed knowledge of Financial Aid and Awards processes, regulatory requirements, and College procedures and policies related to Financial Aid and Awards
o In-depth knowledge of system processes used within Financial Aid and Awards
o User of reporting tools, databases and document management systems.
o Maintains, reviews, and applies policies and procedures related to Financial Aid and awards; recommends revisions to policies and procedures as needed; escalates and/or provides recommendations to the Office of the Registrar Management team on complex matters.
o Supports the resolution of administrative problems as escalated by students, staff, and government representatives.
o Organizes and maintains departmental vacation calendar.

2. Student Funding (Institutional Financial Aid & Government Student Assistance)

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

3. Data Management & Analytics

o 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.
o 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.
o Coordinates and performs system maintenance, including testing, and evaluates problems to determine the need for enhancements.

4. Reporting

o Responsible for government reporting as assigned.
o Prepares various internal and external reports as required.
5. Other
o Represent Okanagan College, as assigned, on a variety of internal and external committees.
o Assist with the coordination and execution of award events/receptions at all campuses.
o Liaises with staff, student unions, students and staff as needed to maintain the effectiveness of the financial aid and awards systems and data.
o Provide training to department users in other areas, also providing mentorship to the Financial Aid and Awards team, and other Office of the Registrar staff.
o Develops and maintains effective communication both within the department and between the department and other departments, divisions, faculties, the OC community, and external agencies.
o Provides support and assistance to the Office of the Registrar Management team as required and may be assigned special projects in other areas with the office.
o Other duties as assigned.

Qualifications / Required Skills

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.

- 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

Additional Information

This position will be on campus in Kelowna with a hybrid work option after the first 3-6 months. A valid license is required as travel within the College region is expected.

Salary: $63,827 - $72,927

Contact Information

Interested applicants please apply online through Okanagan College's website: https://www.employmentopportunities.okanagan.bc.ca/

Employer Profile

Okanagan College transforms lives and communities. We are one of Canada's leading colleges. We create outstanding educational experiences for our learners, both students and employees. We work and learn in a welcoming and caring culture. We are a catalyst for change through collaboration with our learners and partners. We serve, lead and anticipate the social, economic and environmental needs of communities.