Program Coordinator, Scholarship Operations

Jack Kent Cooke Foundation - Lansdowne, VA

Full-time - Entry Level

Lansdowne, VA

About the position

The Jack Kent Cooke Foundation is seeking a Program Coordinator for Scholarship Operations to provide essential administrative support for the Young Scholars Program and Higher Education programs. This role is pivotal in managing the selection processes for new cohorts of Cooke Scholars. The position follows a hybrid work schedule, requiring in-office presence in Lansdowne, VA, one to two days a week. The Program Coordinator will report directly to the Manager of Scholarship Selection and will be responsible for a variety of operational and outreach projects. In this role, the Program Coordinator will serve as the initial contact for scholarship applicants, recipients, and their families. This includes monitoring email inboxes, responding to telephone inquiries, and assisting with live online chat sessions to address applicant questions. The coordinator will implement and monitor all major tasks associated with scholarship program administration, which includes processing transcripts and annual reports, notifying new Scholars, and coordinating travel logistics for Scholars, families, and Alumni. Additionally, the coordinator will support internal application processes for various programs, including the Family Campus Visit program and Graduate Scholarship, ensuring effective communication and timely notifications to recipients. The Program Coordinator will also be responsible for updating and proofreading outreach and selection emails, newsletters, press releases, and website content. They will monitor online application records for completion, assist in screening applicant eligibility, and provide administrative support for the scholarship review process. This includes confirming reader participation, responding to questions, and ensuring timely completion of application reading and honoraria payments. The coordinator will also produce spreadsheets and reports of outreach and application data as needed, facilitating timely payment of invoices related to operations, selection, and outreach activities. Overall, this position requires a detail-oriented individual with strong organizational skills, excellent communication abilities, and a commitment to diversity, equity, and inclusion. The role may require occasional evening and weekend hours for scholarship events and programs, and any additional hours will be compensated according to Foundation policy and applicable laws.

Responsibilities

• Serve as the initial contact for scholarship applicants, recipients, and families by monitoring email inboxes and responding to telephone calls.
• Assist in responding to applicant questions during live online chat sessions.
• Implement and monitor all major tasks associated with scholarship program administration, including processing transcripts and annual reports.
• Notify new Scholars and send advocacy and college president letters, including verifying and updating school contacts.
• Monitor receipt of all required materials and coordinate travel logistics for Scholars, families, and Alumni.
• Support internal application processes for various programs, including the Family Campus Visit program and Graduate Scholarship.
• Assist with program communications, reviewer and selection meeting preparations, and notifying recipients.
• Update and proofread outreach and selection emails, newsletters, press releases, and website content.
• Monitor online application records for completion and help screen applicant eligibility prior to the review process.
• Provide administrative support for the scholarship review process, confirming reader participation and responding to reader questions.
• Accurately complete data entry and produce spreadsheets and reports of outreach and application data.
• Facilitate timely payment of operations-, selection-, and outreach-related invoices and maintain records of processed invoices.

Requirements

• Minimum of an associate's degree, with a bachelor's degree preferred.
• Minimum of two years of relevant work experience.
• Demonstrated commitment to supporting and enhancing diversity, equity, and inclusion.
• Excellent writing, presentation, and communication skills.
• Excellent knowledge of Microsoft Office applications, especially Microsoft Excel.
• Experience with Technolutions Slate and/or Asana is a plus.
• High comfort-level working with/learning online technology tools, including databases/CRMs.
• Ability to work effectively with individuals and diverse groups toward accomplishment of shared goals.
• Strong interpersonal skills.
• Flexible team player, detail-oriented, and strong organizational skills.

Nice-to-haves

• Experience with Technolutions Slate and/or Asana.

Benefits

• Conference stipend.