Program Coordinator

Apply now Job no: 513944
Classification:Administrative Specialist 2
Grade:Grade 78
Work type:Staff Full-time
Administrative Unit:University of Alaska Statewide
School/Business unit:Associate VP Finance
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

The Program Coordinator position is housed within one of the University of Alaska's most unique departments that works with the UA Scholars Program and the UA College Savings Plan. The position offers the right candidate the opportunity to gain experience with enrollment, recruitment, marketing, data management, and customer service.


25Develop a working knowledge of federal and state requirements that could impact the UA Scholars Program and the Alaska 529. Consider these requirements during outreach initiatives, customer interactions, and general communications with external and internal stakeholders. Interpret, communicate, and promote program benefits to participants, and potential participants. Counsel students and parents on the optimal use of college savings accounts and potential tuition value guarantees. Serve as a front line contact for college savings plan client issues. Use sound judgment to evaluate and respond to inquiries via phone, in person, and/or email. Serve as a resource for college savings operational issues and program promotion. Participate in meetings with the college savings program manager as necessary to be operationally informed. Assist with special projects and outreach initiatives. Represent the UA Scholars Program or the Alaska 529 at local outreach and marketing events such scholarship receptions, business meetings, and other events as needed. Travel representing the University as needed to meet program goals, objectives, due diligence, and fiduciary responsibilities.Essential
25Serve as departmental ProCard holder. Process outstanding invoices for payment and reconcile ProCard statements monthly. Serve as office Travel Coordinator. Coordinate travelers through trips from start to finish and must have broad knowledge of UA resources, policies, and procedures. Facilitate college savings plan payroll deduction transfer process for internal participants at UA. Process and monitor departmental Automated Clearing House (ACH) transactions. Coordinate travel, events, inventory, purchasing promotional items for events either with a procurement card or through Banner Finance, large mailings and event follow up. Compose memos, letters, newsletter content, forms, labels and other written communication using correct spelling, grammar and style as needed. This will require the use of computer applications such as Excel, Word, MS Access, and other technical services for various data entry, correspondence, filing, scanning and indexing using a document imaging software and Banner. Operate office equipment including multi-line phones, large copiers, and fax machines.Essential
50Serve as coordinator for system wide scholarship programs, the UA Scholars Program and the UA Presidential Scholarship Program. Respond to inquiries and appeals from UA Scholars, Presidential Scholarship recipients, high school contacts, campus liaisons, and other stakeholders. Provide problem resolution and program interpretation to ensure program benefits are delivered effectively and efficiently. Maintain direct contact and strong relationship with campus admissions, financial aid, business offices, and other department contacts. Train and direct staff at the campus level on program requirements, assist with campus specific problem resolution and scholarship program interpretation. Utilize relational database (Banner) forms and tables to manage scholarship program participant eligibility and communications. Manage contacts, access, reporting and communications through a designation website used to collect scholarship recipient information from participating high schools. Troubleshoot, test, and resolve database errors. Manage Access database or other CRM tools to monitor other system wide scholarships. Verify eligibility of participating high schools and confirm proper and consistent guidelines are used by high school contacts to designate students for awards. Verify scholarship designations; verify eligibility; and utilize Banner to upload UA Scholar data, generate scholarship letters, award expiration, and scholarship recipient status to campus liaisons for enrollment management. Make recommendations to director on scholarship appeals. Monitor and document exceptions to the program rules. Communicate outcomes to stakeholders, campuses, and high schools. In conjunction with the director, oversee and manage the production and placement of scholarship advertisements in print, broadcast and internet media and marketing collateral. Develop a marketing and social media plan specific to UA Scholars. Review marketing materials to ensure compliance with University of Alaska Board of Regents policies and regulations, FERPA, and university wide enrollment policies. Assess the effectiveness of budget spent on scholarship promotion and make recommendations to director on future spending.Essential

The UA Scholars Program and Alaska 529 (formally known as the UA College Savings Plan) report to the Chief Treasury Officer at UA Statewide. This incumbent will work closely with leadership to promote and enhance each program's mission. We are seeking an enthusiastic and team oriented individual to work in a fast paced environment

The department administers the single largest program in the UA system--the Education Trust of Alaska with its multi-billion dollar education savings programs and the University's largest scholarship program--the UA Scholars Program which distributes over $3.5 million in scholarships each year.  This requires high caliber staff who can work effectively with many groups (internal and external), most who lack a direct reporting line to the department, in processes and policies that support the purpose of programs.

Knowledge, Skills, and Abilities:

Recent knowledge and experience in enrollment, marketing, banking, and/or other office environment equivalent to that maintained by the UA Scholars and Alaska 529. Ability to communicate effectively with varying levels of authority within the organization, with external stakeholders, and with participants. Excellent customer service, writing and computer skills. Knowledge of relational databases, MS Office products, and web design.

Required Experience:

Minimum of two years of professional experience in an office environment.

Education and Training: 

Associates degree or higher required from an accredited university in Applied Business, Business Administration, Finance, Accounting, or Marketing. In lieu of such education, equivalent professional experience would be considered.

Preference given to candidates with a Bachelor's degree.


To apply

To ensure consideration for this position, please submit a cover letter, resume, and three professional references by 11:59 PM on 17 November 2019.  The first application review will be on 18 November 2019. This position is open until filled. 


Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.


Drug-Free Workplace:

Pursuant to Board of Regent’ Policy 04.02.040, the University of Alaska is a Drug-Free Workplace. This prohibits the unlawful manufacture, distribution, dispensing, possession, or use by an employee of a controlled substance in any workplace of the university.


Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.


Training Policy:

It is the policy of the University of Alaska that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UA.

Contact Information: If you have any questions regarding this position please contact University of Alaska HR at 907-450-8200. 


Tobacco-Free Campus:

UAF Campus is a tobacco free campus. For more information, please go to:


Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at



Advertised: Alaskan Standard Time
Applications close: Alaskan Standard Time

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