Assistant Director for Scholarship Management

Job Summary

• Manages processes for determining continued scholarship eligibility, including establishing and monitoring scholarship terms and conditions.
• Oversees and executes processes for determining renewal of scholarship eligibility and ensures effective communications and notifications of eligibility status.
• Supports overall effective scholarship management including providing assistance and support for coordination of initial scholarship eligibility determinations.
• Monitors and manages scholarship data and prepares related reports.
• Serves as a key member of office managing integrated operations and ensuring information and processes operate efficiently, effectively, and accurately.

Responsibilities

MANAGING SCHOLARSHIP ELIGIBILITY

1. Establishes and executes mechanisms that identify scholarship cohorts and that monitor continued student eligibility for scholarships, including timely and accurate communications and notifications of eligibility status.
2. Supports timely and accurate posting of scholarship statuses on student records along with timely and accurate posting of scholarships for disbursement.
3. Effectively determines and conveys student and program eligibility requirements, particularly in addressing student/parent inquiries for assistance; ensures appropriate level of investigation to aid in thorough, accurate, and timely responses.
4. Uses appropriate discretion, within regulatory and policy constraints, to carry out and advise on initial and continued eligibility, resolution of conflicting information, appeals of student eligibility and/or consideration of special circumstances.
5. Applies verification and appeals policies/requirements accurately, consistently, fairly, and equitably.
6. Monitors and adjusts, as appropriate, necessary elements to resolve any over-awards to ensure compliance with institutional policies, and, if applicable, federal and other policies.
7. Supports effective scholarship programming and other outreach activities as necessary.
8. As needed, assists with processing and monitoring of departmental and external scholarships.

SERVICE, PROCESSING, AND COMMUNICATIONS

1. Effectively monitors and advances processing and service workloads including delivery of services and processing; adjusts accordingly to ensure balanced, timely, accurate, well-documented, equitable, and inclusive services and processing within benchmarks established by supervisor and/or office senior management team.
2. Provides timely, accurate, and complete information to students, parents, and colleagues.
3. Determines eligibility for scholarships (and financial aid) and determines types and amounts to be awarded in accordance with established federal and university standards and guidelines.
4. Professionally addresses and works toward resolution of complex or novel situations encountered in processing and service work of office.
5. Ensures professional delivery of services, including maintenance of data/information security, privacy, and confidentiality.
6. Follows appropriate records management procedures and complies with recordkeeping and archival requirements.
7. Communicates policies and procedures (including rights and responsibilities) to students, families, and colleagues in an accurate, timely, effective, thorough, equitable, and inclusive manner.
8. Completes multiple complex reports used to monitor and assure service and processing benchmarks, as well as accuracy of eligibility and payments.
9. Serves as subject matter expert and is proactive in advancing processing, service, and eligibility monitoring.

REGULATORY AND POLICY ADHERENCE

1. Maintains access to and a working knowledge of relevant internal and external systems.
2. Ensures clear and accurate documentation of transactions, conversations, and interactions affecting student eligibility and/or compliance with applicable policies.
3. Adheres to all statutory, regulatory, and policy guidance, including office policies and procedures.
4. Maintains privacy and confidentiality of student and family data and information.
5. Maintains security of student records and related information.
6. Actively participates in and contributes to overall office effectiveness.

TRAINING AND PROFESSIONAL DEVELOPMENT; PROFESSIONALISM

1. Maintains current knowledge of policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering federal, state, institutional, and private programs, and associated systems and emerging technologies.
2. Actively participates in professional meetings, conferences, and workshops; meets and communicates clearly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution.
3. Ensures area policies and procedures are current and accurate; Provides clear and accurate documentation of transactions, conversations, interactions, and edits to records affecting student eligibility and/or compliance with applicable regulations, statutes, and/or policies.
4. Assists with financial aid outreach events, delivering information and responding to event questions accurately, timely, completely, and professionally.
5. Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public.
6. Assists in training new employees (permanent and temporary, including interns and graduate assistants), as needed.

OVERALL SUPPORT OF OFFICE AND INSTITUTIONAL OPERATIONS

1. Partners in monitoring and assurance that overall office operations are functional, accessible, efficient, compliant, and free of conflicts of interest.
2. Routinely and thoroughly reviews output and reports for accuracy and compliance.
3. Follows established timelines/calendars for projects/tasks.
4. As needed, serves on and/or oversees various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees.
5. Assists with development of office-wide policies and procedures and calendars, including ensuring content is current and accurate, and that emerging trends or anomalies are noted appropriately.
6. Advises senior management of anomalies, trends, or patterns affecting student and program eligibility.
7. Maintains effective working relationships and serves as a resource regarding scholarship and financial aid issues, policies, and procedures.
8. Performs other duties as assigned by supervisor and/or Executive Director.
9. Collaborates with other employees on office committees regarding policy, procedures, and training opportunities.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications

Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Master's degree in a related area may be preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Prefer previous work experience in a higher education setting.

Special Instructions

Requisition Number: PRN43186B Full Time or Part Time? Full Time Work Schedule Summary: Monday - Friday (8:00am - 5:00 pm) with some weekend and evening work as necessary Department: 00294 - Financial Aid Location: Campus Pay Rate Range: $56,000 - $64,123 Close Date: 12/25/2025 Open Until Filled: