Fellowship Services Manager
Job Description
The Fellowship Services Manager is charged with managing the Graduate School's fellowship program, including recruitment fellowships, dissertation fellowships, and fee matches. This position manages the fellowship competition process, including the recruitment of faculty reviewers, nominations of students via GradAwards system, and communication efforts around nomination, awarding, and preparing onboarding materials for faculty reviewers. This position manages the logistics of Fellowship Services events, including the fellowship recognition portion of the annual Graduate School Awards Ceremony and performs other duties as assigned. This person reports to the Director of Fellowship Services and works collaboratively with the Director to support projects, initiatives, and assessment of the fellowship program.
Duties/Responsibilities
30% Management of Inquiries and Specialized Services: Serve as the first point of contact for Fellowship Services through the management of all incoming tickets via Salesforce and incoming calls. Manage general inquiries from prospective and current students, while providing specialized customer service to faculty and staff regarding the fellowship program. Specialized services include interpretation and explanation of Fellowship Guidelines and associated policies and procedures, issues or concerns with fellowship appointments, troubleshooting technology used in the Fellowship Program, initiating dissertation year activation, supplement management and tracking, award distributions and tracking, fee match requests and student specific requests, and Workday for fellowship appointments and payments. Works in close collaboration with the Director of Fellowship Services to escalate issues that require additional leadership consideration or petition/accommodation to Fellowship Guidelines or Graduate School Handbook; retains general knowledge and practice of other units within the Graduate School or close partners of the Graduate School to assist with other general questions from students, faculty, and staff to best direct them to the appropriate office or team member.
20% Executive of Fellowship Competitions: Serve as the primary contact and manage the Alumni Grants for Graduate Research and Scholarship (AGGRS), Graduate Associate Teaching Award (GATA), Dinius Fellowship, and Presidential Fellowship annual competitions. Collaborate with the Director of Fellowship Services to set and revise guidelines and best practices regarding these awards and competitions annually. Management of these competitions include recruitment of faculty reviewers, nominations of students via GradAwards system, and communication efforts around nomination, awarding, and preparing onboarding materials for faculty reviewers.
15% Implementation of Communications Plan: Develop, maintain and implement communication plan and annual calendar to be used by Fellowship Services throughout the annual year. Communications contain important reminders regarding fellowship and award competitions, fee match program deadlines, announcement of new initiatives, and general communication. Fellowship calendar includes all major deadlines for all competitive fellowship and awards administered by the Graduate School, as well as important deadlines for the fee match program and Fulbright Foreign Student program; work closely with the Strategic Communication Manager for university wide announcements or initiatives.
15% Management of Data: Work collaboratively with the Director of Fellowship Services to determine mission or guidance for the fellowship program or special programs to access relevant databases to obtain data to support projects or initiatives; prepare data and materials to best serve objectives and goals of the fellowship program; collaborate with Director of Fellowship Services to administer and analyze the regular assessment of the fellowship program.
10% Development of Recruitment Materials: Develop faculty reviewer recruitment materials for fellowship and awards competitions for the Graduate School. Manage the faculty reviewer recruitment process and serve as the primary contact during the reviewer recruitment cycle; continue regular communication with faculty reviewers throughout the year; develop and distribute faculty acknowledgment letters for faculty to use in their annual reports or dossiers; maintain active tracking of faculty participation the annual review process; create and prepare meeting materials for workshops and other events administered by Fellowship Services, including PowerPoint slides, onboarding materials, Microsoft Teams access, and recordings of reviewer onboarding sessions.
10% Manage the logistics of Fellowship Services events (onboarding webinar for reviewers, faculty reviewer training, Fellowship Workshop), and additional events as needed; Work on special projects as assigned by the Vice Provost for Graduate Education and Dean of the Graduate School, Associate Dean for Excellence in Graduate and Postdoctoral Training, or Director of Fellowship Services; serve as back up coordinating official for the National Science Foundation Graduate Research Fellowship program; other duties as assigned.
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