Scholarship Coordinator (SSP III)

California State University- East Bay; Hayward (CA); On-site; USD 66,000 - 95,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Retirement (CalPERS)

Tuition fee waiver

Job summary

Cal State East Bay is seeking a Scholarship Coordinator to oversee university scholarship programs, coordinate awards, and ensure compliance with federal, state, CSU, and institutional regulations. The role advises students, interprets financial aid impacts, and collaborates with campus partners to maximize funding efficiency and student success.

The position emphasizes outreach, training, and process centralization to enhance access to scholarships and support equitable student experiences.

Qualifications

• Thorough knowledge of student services principles and related counseling techniques.
• Ability to advise students and interpret financial aid impacts.
• Experience developing trainings and workshops for diverse audiences.

Responsibilities

• Provide individualized scholarship advising to students on eligibility and deadlines.
• Coordinate scholarship processes and ensure compliance with regulations.
• Develop workshops and outreach to promote equitable scholarship access.
• Collaborate with Enrollment Management and academic departments to support retention and success.

Job description

Salary and Benefits

Salary Range: $5,540.00 per month to $7,893.00 per month. PLEASENOTE: The starting salary placement depends on qualificationsand experience and is anticipated to be in the range of $5,540.00per month to $6,716.00 per month.

Cal State East Bay offers a broad range of benefits that includesmedical, dental, vision, retirement (CalPERS), 401k, 457, 403(b),dependent and health care reimbursement accounts, life insurance,vacation and sick, 14 paid holidays, one personal holiday andtuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total CompensationCalculator demonstrates the significance of our benefits package.

Classification

Student Services Professional III

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in theHayward hills with panoramic views of the San Francisco Bayshoreline. Situated above the city of Hayward, the campus offers anideal setting for teaching and learning and yet easy access to themany cities along the bay. The University has a satellite campus inConcord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay isone of 23 universities of the California State University system(CSU). Cal State East Bay is recognized as a regionally engaged andglobally oriented university with a strong commitment to academicinnovation, student success, engaged and service learning,diversity, and sustainability.

About the Position

Please Note: Review of applications will begin on September25, 2026.

Under the general direction of the Director/Associate Director ofFinancial Aid, the Scholarship Coordinator is responsible for thecomprehensive administration, coordination, and continuousenhancement of university scholarship programs, includinginstitutional, departmental, and external awards. The incumbentoversees scholarship processes and systems; ensures compliance withfederal, state, CSU, and institutional regulations; andcollaborates with campus and external partners to supportefficient, equitable, and timely awarding.

The Scholarship Coordinator applies student services expertise andprofessional judgment in advising students, interpreting financial aid impacts, coordinating scholarship services, andsupporting student retention, access, and success. The incumbent serves asaprimary campus resource for scholarship-related guidance andprovides outreach, education, and training to students, faculty,staff, and campus committees.

Working with limited supervision, the incumbent exercisesindependent judgment in program coordination, policyinterpretation, student advisement, and problem resolution. Thisposition serves as a key operational lead in advancing theuniversity’s strategic initiative to centralize and standardize scholarship processes, increase utilization of available funds, andenhance the overall student experience.

Responsibilities

Student Services, Scholarship Advising, and Outreach

• Provide individualized scholarship advising and guidance tostudents regarding eligibility, application processes, scholarshipsearch strategies, deadlines, and required documentation.
• Counsel students on the impact of scholarships, stipends, andexternal resources on financial aid eligibility, award packaging,enrollment, and academic progress.
• Exercise professional judgment in assisting students withcomplex scholarship and financial aid situations, award revisions,over-awards, and funding concerns.
• Serve as a primary campus resource for scholarship-related student support andcomplex inquiry resolution.
• Develop and conduct workshops, presentations, orientations, andoutreach activities for students, families, faculty, staff, andcommunity groups regarding scholarship opportunities and financial aid processes.
• Develop educational materials, communication campaigns, websitecontent, andonline resources to improve student awareness,equitable access, and scholarship participation.
• Collaborate with Enrollment Management, advising units, andacademic departments to support student retention, persistence, enrollment, and student success initiatives.
• Promote inclusive scholarship outreach and reduce barriersimpacting student access to scholarship opportunities.
• Provide guidance and support to faculty and staff participatingin scholarship review and awarding processes to ensure equitableand student-centered practices.

Student Education, Scholarship Access, and Campus Training

• Provide guidance and educational support to students, faculty, and staff regarding scholarship opportunities, application processes, eligibility requirements, and scholarship policies.
• Develop and deliver student-centered workshops, presentations, and informational sessions designed to increase scholarship awareness, access, and successful participation.
• Train faculty, staff, and scholarship committee members onequitable scholarship review practices, student-centered awarding processes and scholarship system functionality.
• Collaborate with academic departments, advising units, Enrollment Management, and campus partners to improve student access to scholarship opportunities and reduce barriers to participation.
• Support students through the scholarship application and awarding process by assisting with navigation of scholarship systems, application requirements, timelines, and document submission.
• Serve as a campus resource for scholarship-related education, training, and support, responding to inquiries from students, faculty, staff, and external partners.
• Develop communication materials, outreach campaigns, website content, and educational resources that promote equitable access to scholarships and support student success initiatives.
• Identify trends and barriers impacting student participation and collaborate with campus partners to implement student-centered improvements to scholarship processes and communication strategies.
• Promote consistent, inclusive, and student-focused scholarship practices across campus departments and scholarship committees.
• Support campus-wide implementation and adoption of scholarship systems and processes in ways that improve the student experience and accessibility of scholarship resources.

Scholarship Program Administration and Coordination

• Administer institutional, departmental, and external scholarship programs to ensure timely and accurate awarding.
• Coordinate with University Advancement, academic departments, Financial Aid, and Student Financial Services to determine funding availability, eligibility criteria, and awarding timelines.
• Oversee annual scholarship cycles including application review, selection processes, committee coordination, and award notifications.
• Serve as the primary coordinator and lead for the campus Scholarship Committee; plan, schedule, and facilitate regular meetings; provide direction to committee members; ensure adherence to policies, timelines, and selection criteria; and guide the review and selection process to ensure consistency, equity, and compliance.
• Lead coordination and communication with key campus partners to establish timelines and expectations; monitor progress; and hold partners accountable for meeting deadlines, adhering to established procedures, and complying with scholarship requirements.
• Lead implementation of centralized and standardized scholarship processes across the university, including development and management of a master calendar, application timelines, and awarding deadlines.
• Develop, document, and continuously improve scholarship policies, procedures, workflows, and business practices.
• Maintain accurate scholarship records, historical data, and audit documentation.

Financial Coordination, Compliance, and Reporting

• Coordinate posting, reconciliation, and monitoring of scholarship awards, stipends, fee waivers, and third-party payments.
• Process external scholarship checks and coordinate scholarship disbursement activities with Student Financial Services and other campus partners.
• Monitor student financial aid packages to prevent over-awards and ensure compliance with federal, state, CSU, donor, and institutional regulations.
• Track scholarship balances, expenditures, utilization rates, and available funding to maximize awarding and minimize unspent funds.
• Prepare financial, utilization, compliance, and operational reports for campus leadership, University Advancement, donors, and other stakeholders.
• Develop dashboard reports and analyses related to scholarship awarding, utilization, timelines, and student participation trends.
• Analyze scholarship participation and utilization data to identify opportunities to improve student access, retention, and scholarship outcomes.
• Support audit preparation and maintain documentation related to scholarship compliance and fund reconciliation.

Strategic Planning, Collaboration, and Professional Activities

• Participate in cross-functional committees, strategic planning initiatives, and scholarship-related workgroups that support student success and enrollment goals.
• Collaborate with campus leadership and stakeholders to improve scholarship leveraging strategies, student access, and operational effectiveness.
• Recommend process improvements, policy enhancements, and technology solutions to strengthen scholarship administration and student experience.
• Support implementation of university strategic initiatives related to scholarship centralization, standardization, and utilization.
• Attend workshops, conferences, trainings, and CSU system-wide meetings to maintain current knowledge of financial aid, scholarship administration, and student services best practices.

Minimum Qualifications

Knowledge and Abilities

Thorough knowledge of the principles of individual and groupbehavior. General knowledge of the principles, practices and trends of the Student Services field as well as general knowledge of the policies, procedures and practices of the program area to which assigned; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned. Working knowledge of student services programs outside the program to which immediately assigned.

Ability to analyze complex situations accurately and adopteffective courses of action; advise students individually and ingroups on complex student-related matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative orsensitive nature; interpret and evaluate descriptions andexplanations of problems brought forward by individuals or studentorganizations, analyze and define the problem, draw validconclusions and project consequences of various alternative coursesof action; carry out a variety of professionally complex assignments without detailed instructions; and establish and maintain cooperative working relationships with a variety of individuals.

Experience

Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience. One year in the program area to which assigned may be preferred but is not required. A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.

Education

Equivalent to graduation from a four-year college or university ina related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job-related.

Preferred Skills and Knowledge

• Demonstrated experience interpreting and applying complexpolicies, procedures, and regulations in a higher education or similarly regulated environment.
• Experience administering scholarship, financial aid, student support, or related programs involving application, awarding, compliance, or student funding processes.
• Experience coordinating programs, projects, committees, or operational processes involving multiple stakeholders, competingpriorities, and time-sensitive deadlines.
• Experience utilizing enterprise systems, databases, or studentinformation systems (e.g., PeopleSoft, scholarship managementsystems) to manage records, reporting, and operational processes.
• Experience analyzing data, preparing reports, and using data tosupport operational decision-making, process improvement, or student success initiatives.
• Experience developing and delivering trainings, workshops, presentations, or educational materials for diverse audiences.
• Demonstrated ability to develop, document, implement, orimprove operational procedures, workflows, or businessprocesses.
• Demonstrated ability to collaborate effectively with students,faculty, staff, administrators, and external partners in support of programmatic and organizational goals.
• Experience interpreting and applying compliance requirementsrelated to financial aid, scholarships, student funding, or similar regulatory programs.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan,as appropriate), that may include, but is not limited to criminalrecords check, verification of academic credentials, licenses,certificates, credit history, professional references and/orverification of work history is required for employment. Cal StateEast Bay will issue a conditional offer of employment to theselected candidate, which may be rescinded if the background checkreveals disqualifying information, and/or it is discovered that thecandidate knowingly withheld or falsified information.Unsatisfactory results may also affect the continued employment ofcurrent Cal State East Bay employees who were conditionally offeredthe position.

All background checks are conducted through the university'sthird-party vendor, Accurate. LiveScan is conducted through theUniversity Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education andemployment without unlawful discrimination or preferentialtreatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support theyneed to thrive and succeed in a university environment and in theircommunities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, theAmericans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the CaliforniaConstitution), other applicable state and federalanti-discrimination laws, and CSU’s Nondiscrimination Policy. Weprohibit discriminatory preferential treatment, segregation basedon race or any other protected status, and all forms ofdiscrimination, harassment, and retaliation in all universityprograms, policies, and practices.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure ofCampus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions, and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Advertised:

September 10, 2026 (9:00 AM) Pacific DaylightTime