Foundation Scholarship Assistant

Compensation

$36,720.00 Annual

Job Description Summary

The application deadline for this position is 11:59pm EST on June 26, 2025.

The Foundation Scholarship Assistant provides administrative and programmatic support for the Foundation’s Scholarship Program. Under the supervision of the Senior Executive Assistant, this position assists with managing scholarship applications, coordinating disbursements, maintaining accurate records and databases, and supporting donor and student communications. This position also supports event planning, service to students, and other specialized support functions within the Office for Advancement.

Job Description

Responsibilities and Duties Include:

• Provides support activities for the department such as answering telephones, assisting in the coordination of special events, and responding to concerns/inquiries regarding scholarship opportunities, the application process, requirements and deadlines.   

• Assists in planning, organizing, and reviewing Foundation scholarship applications, ensuring applications are complete and meet eligibility requirements.

• Responds to student questions throughout the scholarship application process and provides information about eligibility criteria and application requirements.

• Supports the coordination and facilitation of scholarship selection committee processes, including organizing materials, documenting decisions, and ensuring compliance with selection guidelines.

• Maintains accurate and organized digital and physical records of scholarship applications, recipients, and donor agreements; updates records and files regularly to ensure data integrity.

• Prepares special reports, summaries or replies to inquiries by compiling data and statistics from various departmental resources.

• Collaborates with Financial Aid and the Office for Finance to facilitate and ensure timely scholarship disbursements.   

• Monitors the scholarship award spreadsheet to track scholarship award amounts for processing invoices and ensuring compliance with donor criteria; informs supervisor of any discrepancies or issues.

• Assists in maintaining and updating the scholarship database and application management software, which includes troubleshooting basic issues and escalating technical problems as needed.

• Communicates regularly with donors to provide updates and acknowledge their contributions; assists in maintaining donor communications and stewardship activities.

• Summarizes student stories, obtains student information release forms, photos, and messages of gratitude for use in donor relations and scholarship giving pages.

• Assists in planning and participates in Foundation scholarship and donor events by coordinating logistics with Advancement staff, preparing materials, managing schedules, and handling related administrative tasks such as ordering and picking up supplies.

• Contributes to updating Foundation webpages and provides backup to maintain the Foundation website and social media platforms.

• Communicates, collaborates and maintains relationships with internal and external community constituents.  

• May supervise and train other support staff including student employees and volunteers.

• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.

• Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.

• Provides service excellence through courteous, informed, accessible, and professional engagement.

• Performs other duties as assigned. 

Reports to: Senior Executive Assistant, Office for Advancement

QUALIFICATIONS

Required: An associate’s degree with two (2) years of experience or a combination of completed education and/or experience equal to four (4) years.
Additional Requirements: A criminal background check will be conducted.
Preferred: A bachelor’s degree with prior experience in areas of database management, fundraising, and/or scholarship management.

General Knowledge, Skills, and Abilities

• Ability to work successfully in a multi-cultural environment.

• Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.

• Communication – ab