Program Administrator (Student Services-Financial Aid Programs)

State of Washington; Olympia (WA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

State of Washington is seeking a Program Administrator to provide programmatic, operational, and administrative support for statewide financial aid programs, focusing on the Opportunity Grant Program and related initiatives.

The role reports to the Policy Associate of Financial Aid Compliance and collaborates with colleges, private career schools, and agency partners to ensure effective program operations and equitable access for Washington students.

Qualifications

• Bachelor's degree in public administration, business administration, education, finance, or a related field.
• Experience collecting, maintaining, analyzing, and presenting data; preparing accurate reports; and organizing information to support program needs.
• Experience coordinating multiple projects, prioritizing competing demands, and meeting deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills and ability to provide effective customer service.
• Experience in higher education, financial aid, student services, or state government with commitment to equity and student success.

Responsibilities

• Support the implementation and coordination of the Opportunity Grant Program and other state/federal financial aid initiatives.
• Coordinate administrative activities: communications, reporting, data collection, contracts and budget tracking, and program documentation.
• Prepare funding allocations, contracts, program approvals, and required reports.
• Maintain program calendars, timelines, work plans, and operating procedures.
• Coordinate meetings, trainings, webinars, and technical assistance for colleges and partner organizations.
• Maintain program databases and tracking systems; compile, validate, monitor, and analyze data for reporting and evaluation.
• Assist with contracts, amendments, and interagency agreements; monitor budgets and expenditures.
• Develop and maintain program guidance, resources, and communication tools.

Education

Bachelor's degree in public administration, business administration, education, finance, or a related field

Tools

Microsoft Excel

Microsoft Word

Outlook

Teams

Job description

View the complete description on our Jobs page.

The Program Administrator provides programmatic, operational, and administrative support for statewide student financial aid programs, with primary responsibility for coordinating activities related to the Opportunity Grant Program. Reporting to the Policy Associate of Financial Aid Compliance for Student Services and K12 Alignment, this position supports the implementation of state and federal financial aid initiatives by coordinating program operations, maintaining program documentation, supporting contracts and budget activities, compiling data and reports, and serving as an administrative resource for participating colleges, private career schools, and agency partners.

Working collaboratively with internal and external stakeholders, the Program Administrator helps ensure the efficient administration of financial aid programs while supporting equitable access to educational opportunities for Washington students.

This position is headquartered in Olympia, Washington. Remote or hybrid work arrangements may be considered; however, regular in-person attendance is required during legislative sessions, statewide meetings, conferences, and other agency events.

• Financial Aid Program Administration and Coordination

  • Support the implementation and coordination of the Opportunity Grant Program and provide programmatic support for other state and federal financial aid initiatives.
  • Coordinate administrative activities related to financial aid programs, including communications, reporting, data collection, contract and budget tracking, and program documentation.
  • Assist in the preparation and coordination of funding allocations, contracts, program approvals, and required reports.
  • Maintain program calendars, timelines, work plans, and operational procedures to support timely implementation of program activities.
  • Coordinate meetings, trainings, webinars, and technical assistance activities for colleges, private career schools, and partner organizations.
  • Respond to program inquiries from colleges and external partners, referring policy interpretation and compliance questions to the Policy Associate as appropriate.

• Data Management and Reporting

  • Maintain program databases and tracking systems to support statewide financial aid initiatives.
  • Compile, validate, monitor, and analyze program data to support reporting, program evaluation, compliance monitoring, and continuous improvement.
  • Prepare recurring reports, dashboards, briefing materials, and other documentation for agency leadership, legislative requests, audits, and special projects.
  • Assist with maintaining records and documentation in accordance with agency policies and records retention requirements.

• Fiscal and Contract Support

  • Assist with the preparation, tracking, and administration of contracts, amendments, and interagency agreements.
  • Monitor program budgets, expenditures, and allocations, and coordinate with fiscal staff to support timely processing of contracts, invoices, reimbursements, and payments.
  • Maintain fiscal records and assist in preparing budget summaries and financial reports.

• Program Operations and Stakeholder Support

  • Develop and maintain program guidance, resource materials, operational procedures, and communication tools.
  • Coordinate program communications and maintain distribution lists and program documentation.
  • Collaborate with internal staff, colleges, private career schools, state agencies, and other partners to support implementation of financial aid initiatives.
  • Provide administrative and project support for cross-functional initiatives, workgroups, legislative activities, and special projects as assigned.
  • Identify opportunities to improve administrative processes and recommend operational efficiencies that enhance program effectiveness and customer service.

• Perform other duties as required

• Bachelor's degree in public administration, business administration, education, finance, or a related field; or an equivalent combination of education and professional experience.
• Experience collecting, maintaining, analyzing, and presenting data; preparing accurate reports; and organizing information to support program or operational needs while maintaining confidentiality.
• Experience coordinating multiple projects, prioritizing competing demands, and meeting deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills, with the ability to provide effective customer service and establish collaborative working relationships with diverse stakeholders.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams; and ability to interpret and apply established policies, procedures, and program requirements.
• Experience working in higher education, financial aid, student services, or state government, with a commitment to advancing equity, inclusion, and student success through collaborative public service.

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the job.