Office & Scholarship Coordinator

Classification Title

Academic Program Coord II

FLSA

Exempt

FTE

1.0

Minimum Qualifications

Bachelor’s degree in a related field or equivalent and 2 years of professional experience

Position Summary

Manage day-to-day office operations for the Office of Student Academic Services (OSAS), encompassing four units within the Franklin College Dean’s Office: the Office of Academic Advising (OAA), the Graduation Certification Office (GCO), Student Welcome and Success (SWS), and the Office of Transfer Academic Services (OTAS). All four units are supervised by the Senior Director of OSAS. In collaboration with the Senior Director, discuss and craft solutions and strategies for office-wide issues and projects and assist in creating and implementing office-wide policies and procedures.

This position will coordinate and manage the entire awarding process for the colleges’ donor-funded, privately funded, non-endowed, and internally funded scholarships for the Franklin College of Arts and Sciences. This position will help facilitate consistent handling of Franklin College Scholarships. This includes database management, annual reviews and process improvement suggestions and implementation, including work with the Franklin College units: Development and Alumni, Finance and Administration, Office of Marketing and Communication, Office of IT, and academics units with existing and future scholarships.

Knowledge, Skills, Abilities and/or Competencies

• Experience with project management
• Self-starter
• Experience with higher education, scholarship administration, or similar field preferred
• Very detail-oriented
• Strong interpersonal skills; ability to work with various stakeholders and communicate across various teams

Physical Demands

Sitting, standing, walking, bending, stooping, pushing, pulling; spending long periods of time at a computer.

Duties/Responsibilities

Manage day-to-day office operations within the Office of Student Academic Services

• Provide information and assistance for students, faculty, and staff regarding Franklin College academic appeal procedures, petitions, and grade appeals. Prepare appeal packets and upload them to the Academic Standards Committee (ASC) interface on eLC. Schedule ASC training at the start of each academic year and schedule synchronous grade appeal meetings as needed. Work with the ASC to ensure that student petitions are reviewed and decisions are made in a timely manner; communicate decisions to the student and the appropriate Graduation Certification advisor. Post ASC and UGA Educational Affairs Committee appeal decisions to the student’s SAGE record.
• Coordinate programs and procedures related to end-of-semester changes in student academic status. Download student status data from Argos at the end of each term and populate spreadsheets with selected information. Prepare and send Academic Warning, Probation, Suspension, and Dismissal letters and Dean’s List letters; post Suspension and Dismissal letters to students’ SAGE record.
• Assist in the nomination and selection process for the annual Franklin College Outstanding Advisor Award. Contact finalists’ advisees to request comments of support; compile student comments and send them to finalists; and receive, organize, and upload all elements of the nomination packets for Selection Committee review.
• Act as liaison with Franklin OIT and Facilities Management in regards to technology assistance, inventory, and building/custodial issues for OSAS. Ensure that all computers, copiers, and other office machines are properly maintained in the multiple campus buildings in which OSAS staff are housed, and arrange for repair or replacement as needed. Coordinate with FMD to oversee individual and office-wide building-to-building moves, as well as individual within-building office moves.
• Assist the Interdisciplinary Studies (IDS) academic advisor with questions regarding the application process, program deadlines, committee composition, and other questions. Prepare IDS acceptance letters and send to applicants. Receive and process completed senior theses; send them to the appropriate associate dean for review and approval; and notify the student, their committee, and their graduation advisor when their thesis has been approved.

Percentage of time: 40

Administer and Manage Franklin College Scholarship Processes

• Maintain and facilitate Franklin College scholarship database and application process.
• Maintain current list of Franklin College’s various scholarship selection committees and communicate institutional requirements to scholarship administrators.
• Work with OSAS advisors to create communication plan to promote Franklin College scholarships to students.
• Help facilitate departmental review for scholarships.
• Liaise with Franklin College Development team to ensure the steps for the scholarship administration process are completed by the appropriate units and that necessary communication is shared with all stakeholders.
• Ensure all UGA and Franklin College scholarship policies and procedures are adhered to.
• Ensure all funds are spent as directed and in a timely manner.
• Maintain documentation of scholarship criteria, donor intent, and award guidelines to ensure compliance during the selection and awarding process.
• Liaise with the Franklin College Development office to provide the information needed for stewardship efforts. Additional liaison duties may be needed with the UGA Office of Student Financial Aid, UGA Students Veterans Resource Center, etc.
• Work with Franklin College Development Office and Department Heads to confirm recipient award decisions (and obtain copies of award letters sent to students) and award amounts.

Percentage of time: 40

Supervise administrative staff in OSAS

• Hire, train, schedule, coordinate, and evaluate the performance of three administrative staff members.
• Create, interpret, and implement management policies and operating practices for these employees.
• Communicate office policies and procedures, conduct staff meetings, resolve disputes, and develop and assign additional duties as required by office needs.

Percentage of time: 20