ICI Operations Coordinator

Indyhunger; Indianapolis (IN); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Generous PTO and holidays

Job summary

Independent Colleges of Indiana (ICI) seeks a Program Operations Coordinator to provide administrative, operational, and programmatic support for its scholarship and grant portfolio. This entry-level, full-time role is based in Indianapolis and operates in a hybrid work environment.

You will maintain records, assist with financial reconciliation, coordinate events, and serve as a key contact for recipients, member colleges, and partners.

Qualifications

• Bachelor's degree, preference for ICI member schools and Lilly Endowment Community Scholarship Program.
• Excellent organizational skills including attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, prioritize deadlines, and work independently.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with professionalism and discretion.

Responsibilities

• Maintain accurate records for scholarship recipients across programs.
• Maintain secure, audit-ready program files (electronic and physical).
• Track scholarship payments and stipends; assist with financial reconciliation.
• Monitor deadlines and participant requirements; support reporting for partners.
• Coordinate distribution of notifications, announcements, and program materials; assist with local messaging.
• Respond to inquiries via email and phone with exceptional customer service.

Skills

Organization

Communication

Multitasking

Attention to detail

Discretion

Customer service

Microsoft Office

Word

Excel

Outlook

PowerPoint

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Position: Program Operations Coordinator

FLSA Status: Exempt

Reports To: Vice President & Chief Operating Officer

The Independent Colleges of Indiana (ICI) seeks candidates for Program Operations Coordinator.

This entry level role will be full time, in a hybrid workstyle, with an office in Indianapolis. The work of the Independent Colleges of Indiana includes program administration and oversight, advocacy for autonomy of Indiana’s independent sector of higher education and collaboration among member colleges and universities.

ICI is an equal opportunity employer.

Position Overview:

The Program Operations Coordinator is a newly created position that will provide administrative, operational, and programmatic support for the Independent Colleges of Indiana's (ICI) scholarship and grant portfolio. Working closely with the Director of Scholarships & Grants and other ICI staff. This position helps ensure the efficient administration of scholarship and grant programs through accurate recordkeeping, financial tracking, communications, and occasional event coordination.

The Program Operations Coordinator serves as an important point of contact for scholarship recipients, colleges and universities, community foundations, and other program partners.

Success in this role requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage multiple priorities independently, while maintaining accuracy and confidentiality.

This position offers an excellent opportunity for an early-career professional interested in higher education administration, nonprofit management, scholarship administration, or grant operations.

Key Responsibilities:

Scholarship and Participant Administration

• Maintain accurate records for scholarship recipients across scholarship and grant programs.
• Maintain secure, audit-ready electronic and physical program files.
• Track scholarship payments and book stipends.
• Assist with Director and ICI CFO with financial reconciliation and expenditure reporting, as needed.
• Monitor program deadlines and participant requirements.
• Support reporting obligations for our community foundation partners.
• Coordinate distribution of scholarship notifications, announcements, press releases, and related program materials. Assist community foundations with local messaging.
• Respond to routine inquiries via email and over the phone, and provide exceptional customer service to program participants and stakeholders.

Data Collection and Reporting

• Coordinate participant surveys, alumni reporting activities, and related follow-up communications.
• Maintain program databases and compile statistics, outcomes, and annual report content.

Event and Meeting Coordination

• Assist with planning scholarship events, trainings, webinars, meetings, and recognition programs.
• Provide logistical and administrative support for stakeholder meetings and working groups.

Additional Responsibilities

• Assist with project coordination, documentation, and implementation of new scholarship and grant initiatives.
• Support and participate in the (eventual) transition to a new scholarship management software.
• Recommend and implement process improvements that increase operational efficiency and support program growth.
• Maintain a high level of professionalism, confidentiality, and accuracy in all aspects of the position.
• Perform other duties and special projects as assigned.

Qualifications

Required

• Bachelor's degree, with preference given to graduates of ICI member schools and the Lilly Endowment Community Scholarship Program.
• Excellent organizational skills including attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, prioritize competing deadlines, and work independently.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to handle confidential information with professionalism and discretion.

Preferred

• Experience or interest in higher education, nonprofit organizations, scholarship administration, or grant-funded programs.
• Experience working in databases or student information systems.
• Familiarity with financial recordkeeping, billing processes, or program reporting.
• Experience planning meetings, events, or educational programs.

Compensation and Benefits:

• Full-time ICI employees receive a comprehensive benefits package including health,
• dental, vision and life insurance and a health savings account. We offer a vibrant
• downtown office, support for establishing a home office, a generous retirement plan, 2
• weeks paid time off, and more than 15 holidays per year.

Starting salary will be based on candidate experience and qualifications and will range from $45 – 55,000.