Program Coordinator – Scholarships & Spouses

Position Title: Program Coordinator – Scholarships & Spouses
Department: Programs
Position Class: Full Time
FLSA Status: Exempt
Location: Washington, D.C.
Prepared: April 19, 2019

ORGANIZATION SUMMARY

Founded in 1976, the Congressional Black Caucus Foundation (CBCF) is a non-profit organization focused on eliminating disparities within the global black community by developing leaders, informing policy and educating the public. Our primary focus areas are Education, Public Health, Economic Empowerment and the Environment. Applicants may visit the web site at www.cbcfinc.org, to view more information on CBCF programs and initiatives.

POSITION SUMMARY

The Program Coordinator-Scholarships and Spouses coordinates all aspects of CBCF’s various scholarship programs, including promotion, application review and selection, distribution of awards, grant reporting to funders, and development and management of scholarship-related data and files. For scholarships awarded directly by congressional representatives, the coordinator will work with congressional offices and their local scholarship selection committees to process these scholarships and facilitate the distribution of awards to congressional offices for presentation to recipients.

In addition, the Program Coordinator-Scholarships and Spouses will work closely with the CBC Spouses, to facilitate the development and implementation of projects and events related to the Congressional Black Caucus Spouses Program. The coordinator will serve as lead for assigned projects and document current functions, policies and procedures associated with each project or event. The coordinator will communicate with managers and internal stakeholders as needed, including the Vice President of programs, to ensure successful planning and execution of projects.

WORKING RELATIONSHIPS

  1. Reports to: Program Relations Manager
  2. Directly Supervises: N/A
  3. Indirectly Supervises: N/A
  4. Type of Supervision Received: Direct supervision
  5. Internal Relationships: Work closely with the Program Relations Manager, Associate Director, Leadership Institute, and Vice President of Programs, and other CBCF staff based on program needs.
  6. External Relationships: Interacts with CBC Spouses, scholarship applicants, external program partners and participants, vendors and consultants as required to ensure impeccable program execution.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scholarship Functions

  1. Maintain standardized scholarship submission and review processes and implement improvements, as needed.
  2. Coordinate the scholarship award requests determined by each congressional district and review these awards prior to student notification to ensure accuracy and compliance with CBCF’s eligibility rules.
  3. Provide training annually to the congressional offices and their local scholarship committees regarding CBCF’s scholarship programs.
  4. Draft and ensure the timely submission of program reports to funders in collaboration with the Program Relations Manager and Resource Development Team.
  5. Distribute award letters to scholarship recipients and notifications to non-recipients.
  6. Communicate with academic institutions, foundations and scholarship groups to share information about CBCF’s scholarships, best practices and build partnerships.
  7. Maintain an institutional database and files of awarded scholarship recipients.
  8. Provide quality customer service to students, corporate and congressional partners, and other stakeholders.
  9. Participate in various activities and events to promote scholarship programs, including events in CBC member districts.
  10. Work with Leadership Institute staff to include former scholarship recipients in the Alumni Association and other CBCF activities, including the Scholarship Memorial Classic and Annual Legislative Conference.

CBC Spouses Function

  1. Support the Associate Director and Program Relations Manager to plan and coordinate projects and events pertaining to the Congressional Black Caucus Spouses, including events during the CBCF Annual Legislative Conference.
  2. Help support the planning and execution of the annual Memorial Scholarship Classic in collaboration with internal and external partners to ensure a rewarding experience for key stakeholders.
  3. Support the Associate Director and Program Relations Manager to establish procedures and key roles within specific projects for continuity and progress of work flow.
  4. Document roles, responsibilities and specific policies and procedures associated with each project/event to maintain a record of best practices and lessons learned.
  5. Serve as lead in processing applications for the Cultural Emersion Program, including organizing application materials, requesting missing information, and inform applicants of their status by phone, mail and/or e-mail as needed.
  6. Organize and maintain Cultural Emersion Program records, including databases, printed correspondence and electronic files.
  7. Plan and implement activities and events for the Cultural Emersion Program, including pre and post trip session, and a welcome reception that includes sponsors and members of Congress.

Additional Functions

  1. Ability to collaborate effectively with CBC Spouses, CBCF staff and consultants in connection with all relevant events and projects.
  2. Ability to manage and balance program responsibilities effectively, with capacity to deliver against organization goals and objectives.
  3. Responsible for other duties and projects as assigned.

REQUIRED SPECIAL SKILLS

  1. Effectively communicate deliverables to a variety of constituents and stakeholders.
  2. Familiarity with the federal legislative process and political environment
  3. Previous work experience with boards or committees and/or for non-profit or volunteer-based organizations.
  4. Develop an excellent rapport with key stakeholders, corporate partners, applicants and staff.
  5. Collaborate across internal departments to build trust and leverage all Foundation assets to initiate innovative ideas and maximize opportunities.

SPECIFICATIONS

  1. Knowledge: Bachelor’s degree required in a related field or experience working in positions directly applicable to the requirements; a master’s degree is a plus. At least three years of experience in a financial aid and/or scholarship environment is preferred. Self-directed problem solver. Ability to work on a high-performing team within a collaborative environment. Demonstrated ability to manage internal and external customer relationships and expectations. Candidate must possess excellent verbal, written and analytical skills and be proficient with word processing and spreadsheet software.
  2. Skills and Abilities: The position requires initiative, particular attention to detail, project management skills, and solid planning and organizational skills. Excellent grammar and proofreading skills as well as effective writing and communication skills are required. This position also requires superior interpersonal skills. Proficiency in using Microsoft Office products is a must, notably MS Word, PowerPoint, Excel and Outlook; experience with using MS Publisher or other publication software is a plus. Experience with educational programming and administration is preferred.
  3. Physical Requirements: Applicant must be confident and reliable with the ability to produce in a fast-paced environment.

CBCF is an equal opportunity employer and offers a competitive salary and excellent benefits package including health, dental, vision, 403(b), paid vacation and sick time. Qualified applicants only must forward a cover letter, resume, salary requirements and three professional references, until position is filled, using the CBCF Online Employment Portal. No phone calls accepted.

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