Director of Scholarship and Grant Administration

Essential Function
The Director of Scholarship and Grant Administration manages the day-to-day administration of scholarship and grant programs including Oklahoma’s Promise (Oklahoma Higher Learning Access Program)) and other financial aid programs. This position contributes to policy development and procedural updates as the programs evolve to meet new needs and challenges. Respond to increasing responsibilities as programs expand and require additional oversight.

Responsibilities and Duties
· Lead the administration of Oklahoma’s Promise, Oklahoma Access and Achievement, Heroes Promise, and other state-funded financial aid programs, ensuring compliance with applicable laws and regulations. Recommend adjustments to program structure and processes in response to legislative changes.
· Exercise discretion and judgment in overseeing daily activities related to processing applications, maintaining databases, and verifying award claims.
· Assist in evaluating the impact of legislative changes on the scholarship programs, and recommend changes to program policies, procedures, and systems to maintain compliance and maximize program effectiveness.
· Assess and recommend updates to procedures in response to legislative changes or operational needs, ensuring continuous compliance and program improvement. Assist in making strategic decisions on how to adapt the programs in response to these changes.
· Contribute to the development, maintenance, and revision of State Regents’ policies related to assigned scholarship and grant programs, ensuring that they align with state and federal requirements.
· Provide leadership in performance management, including recommending hiring, firing, promotions, and mentorship to enhance team performance and align with program goals. Supervise full-time and temporary staff, including additional support during peak evaluation periods.
· Serve as the primary liaison for external stakeholders, including GEAR UP and OCAP Outreach Program staff, high school counselors, and college financial aid officers, ensuring effective communication and collaboration.
· Represent the agency at meetings and events, advocating for the program and providing insight on scholarship and grant administration. Present on Oklahoma’s Promise scholarship program to audiences at local, state, and national events.
· Responsible for coordinating with Communications staff in producing and updating program materials, including applications and fliers for students and parents, the website, materials for high school counselors and financial aid officers, etc. Coordinate with Communications staff, Scholarship staff and outside entities for public marketing activities including television, radio and other mass media outlets.
· Collaborate with IT Development team to design, enhance, and implement program database systems that support scholarship and grant administration. Oversee the maintenance of student records and ensure database integrity in compliance with state and federal regulations.
· Manage the integration of new technology for application processing, transcript verification, and other administrative functions.
· Direct the review and evaluation of student transcripts to determine if program curriculum requirements have been met. Hire and supervise temporary staff to assist with this process during peak evaluation periods.
· Oversee the verification of claims and payment processing of assigned scholarship and grant program awards to the institutions.
· Prepare and maintain detailed program reports on key program outcomes including costs, fund distribution, and student success metrics.
· Exercise discretion and tact to make effective and efficient management decisions for the department in the Assistant Vice Chancellor and Associate Vice Chancellor for Scholarships and Grants’ absence.
· Serve as the Secondary Destination Point Administrator for FAFSA data, assisting in oversight of data integrity, program compliance, and ensuring timely and accurate reporting of FAFSA-related information. Hold ultimate responsibility for the management and processing of ISIR (Institutional Student Information Record) data, ensuring compliance with state and federal regulations.
· Represent Assistant Vice Chancellor and/or Associate Vice Chancellor for Scholarships and Grants at meetings when needed.
· Other similar duties as assigned.

Minimum Qualifications
Bachelor’s degree required; a minimum of five years of experience in financial aid, scholarship and grant administration, or a closely related field within a higher education or state agency setting. An understanding of federal and state financial aid regulations, including Title IV and state-specific programs such as Oklahoma’s Promise. Excellent writing, communication, and organizational skills. Proficiency in financial aid management systems and Microsoft Office Suite. Strong analytical, organizational, and problem-solving skills are necessary, along with excellent verbal and written communication abilities.

Preferred Qualifications
Master’s degree, supervisory experience, and ten years of financial aid experience preferred.

Supervision
The employee performs work under the supervision of the Assistant Vice Chancellor for Scholarship and Grant Administration.

Work Hours Agency offices are open to the public from 8 A.M. to 5 P.M. Monday through Friday. These are the normal office hours for Agency employees.

Physical Demands
Ability to sit and stand for extended periods of time. Exhibit manual dexterity and hand-eye coordination to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment. Ability to see and read a computer screen and printed material with or without vision aids. Ability to hear and understand speech at normal levels, with or without aids. Ability to communicate clearly. Physical ability to lift up to 25 pounds, to bend, stoop, climb stairs, walk and reach. Must use the proper manual handling equipment including but not limited to dollies, carts and lift team members. Duties are normally performed in an office environment with a moderate noise level.