Portland Community College | Portland, Oregon

TITLE: Program Officer

CLASS: Academic Professional

EXEMPT STATUS: Exempt

LEVEL: 3

NATURE AND SCOPE OF WORK:

Under the direction of the PCC Foundation Managing Director, the position works independently to design and lead the Foundation’s scholarship cycle, program initiatives, and related processes. With Foundation Managers, this position helps to ensure scholarship activities are in compliance with relevant regulations and Foundation policies and procedures. Incumbent serves as a Foundation spokesperson and the liaison for scholarship and program initiatives, which involves building and maintaining relationships with PCC staff and faculty, Foundation Board members, community members and students.

PRINCIPAL ACCOUNTABILITIES:

  1. Develops and coordinates the PCC Foundation’s scholarship program. Plans and manages the annual scholarship cycle; works with the Foundation’s accountant to recommend the amount of annual scholarship awards; publicizes scholarships; leads the student application process; recruits and trains volunteers who read and score applications; leads scholarship recipient selection process and related communications.
  2. Manages the process for establishing agreements between the PCC Foundation and donors for scholarship and program funds, working with the Foundation Development Director and Officers who manage donor relations.
  3. Monitors requests for Foundation program funds and in collaboration with Foundation Managers ensures that these are in broad compliance with fund agreements.
  4. Coordinates the Foundation’s program initiatives, such as the mini-grant program, in collaboration with PCC departments. 
  5. Conducts workshops within PCC to build student awareness of scholarship opportunities and to support their application efforts; advises students on the Foundation’s scholarship process; and serves as the Foundation’s lead for all communications with scholarship applicants and recipients.
  6. Maintains the database of student information associated with the Foundation’s scholarship program.
  7. Tracks and reports on results associated with the Foundation’s scholarship and program initiatives.
  8. Serves as a Foundation spokesperson within PCC for scholarship and program initiatives.
  9. Helps to ensure the Foundation complies with federal regulations relating to scholarship programs, including scholarship award selection processes, and privacy issues relating to student records, among others.
  10. Works closely with PCC managers, faculty and staff regarding the Foundation’s scholarship and program initiatives; liaises with the PCC Business Office, Registrars Office, Staff Development Office, and various academic departments.
  11. Staffs the Foundation’s Scholarship and Program Committee, working with the Managing Director and committee chair to plan meetings and support follow-up.
  12. Contributes to efforts to strengthen the Foundation’s scholarship and program policies, and related systems and processes. Fosters problem solving around policy and process issues, in collaboration with colleagues, to facilitate smooth operations.
  13. Performs other related duties as assigned.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Work is performed in a normal office environment. Exposure to computers occurs on a regular basis. Light physical exertion is required. May be required to work nights and weekends periodically.

MINIMUM QUALIFICATIONS:

Bachelor’s degree in Business Administration, Education or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.

Demonstrated related professional experience in managing grant or scholarship programs, or other relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of scholarship and financial aid processes and regulations.

Knowledge of grant-making processes.

Skill in effectively communicating both in written and oral form.

Skill in facilitating committee work to achieve desired outcomes.

Skill in operating and proficiency with computer and various software programs.

Skill in analyzing data.

Ability to effectively solve problems that involve competing viewpoints.

Ability to effectively coordinate, plan and execute complex program processes.

Ability to work effectively with an ethnically and culturally diverse population.

Ability to influence and motivate volunteers.

Ability to work well independently and as part of a team.

Ability to set priorities and manage multiple projects simultaneously with competing deadlines.

Ability to build productive relationships with students, donors, volunteers, colleagues, and partners within PCC and externally.

REVISED: 7/12

REPLACES: 08/11, Foundation Scholarship Coordinator