Program Administrator (Student Services-Financial Aid Programs)

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

Job summary

The State of Washington seeks a Program Administrator to coordinate statewide student financial aid initiatives, notably the Opportunity Grant Program. You will support contract and budget activities, maintain documentation, and prepare reports for leadership and partners.

Based in Olympia with potential remote or hybrid arrangements, this role requires collaboration with colleges, agencies, and external partners to ensure equitable access and compliant program operations during legislative

Qualifications

• Bachelor's degree or equivalent experience in public administration, education, or related field.
• Experience collecting, maintaining, analyzing, and presenting data with confidentiality.
• Ability to coordinate multiple projects, prioritize, and meet deadlines in a fast-paced environment.
• Strong written, verbal, and interpersonal communication for diverse stakeholders.
• Proficiency with Microsoft Office and ability to apply policies and program requirements.

Responsibilities

• Coordinate and administer statewide financial aid programs, including Opportunity Grant.
• Support contracts, budgets, reporting, and program documentation.
• Maintain program calendars, work plans, and operational procedures.
• Coordinate meetings, trainings, and communications for colleges and partners.
• Prepare reports, dashboards, and briefing materials for leadership and audits.

Skills

Data analysis

Project coordination

Communication skills

Policy interpretation

Customer service

Education

Bachelor's degree in public administration or related field

Tools

Microsoft Excel

Word

Outlook

Teams

Job description

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.

Duties

• 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

Qualifications

• 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.

Supplemental Information

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.

Read About Our Benefits

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax‑deferred dollars toward their health care expenses. Employees are also covered by basic life and long‑term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre‑tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well‑being of employees.

Retirement And Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre‑tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not‑for‑profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full‑time and part‑time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full‑time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part‑time employees who are in pay status during the month of the holiday qualify for the holiday on a pro‑rated basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full‑time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full‑time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part‑time employees will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full‑time employees accrue vacation leave at the rates specified in WAC 357‑31‑165(1) or the applicable collective bargaining agreement (CBA). Full‑time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part‑time employees accrue vacation leave hours in accordance with WAC 357‑31‑165(1) or the applicable collective bargaining agreement (CBA) on a pro‑rated basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357‑58‑175, an employer may authorize a lump‑sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357‑31‑165.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01‑07‑2026