Scholarship & Stewardship Strategy Analyst

Job Details

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,274.00 per month to $6,558.00 per month (Step 1 - 12).

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

Classification

Advancement Professional II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Please Note: Review of applications will begin on April 27, 2026.

The Scholarship & Donor Stewardship Analyst reports to the Director of Advancement Services and plays a critical role in administering and stewarding the University’s donor-funded scholarship program. The Analyst is responsible for ensuring scholarships are awarded accurately, funds are fully utilized, and donor intent is honored in alignment with institutional policy.

This position integrates scholarship administration, financial reconciliation, data integrity, reporting, and donor stewardship. The Analyst works collaboratively with Financial Aid, Financial Services, University Advancement, Development, Communications & Marketing, and academic leadership to support transparent reporting, meaningful donor engagement, and effective stewardship of donor-funded scholarships.

Responsibilities

Scholarship Administration and Financial Management

• Collaborate with Financial Aid to ensure timely and accurate awarding of donor-funded scholarships in compliance with gift agreements, fund criteria, and institutional policy.
• Reconcile scholarship awards and fund balances on a quarterly basis in partnership with Financial Aid and the University Advancement Services Director and Development Staff.
• Coordinate annual scholarship distributions for endowment and current-use funds across scholarship management systems and PeopleSoft Campus Solutions.
• Prepare, validate, and troubleshoot data loads for the scholarship portal, Financial Aid distribution, and student financial systems.
• Review authorization failure reports and provide analysis, recommendations, and corrective actions.
• Prepare monthly, quarterly, and annual scholarship utilization and balance reports for management and University Advancement leadership.
• Serve as the University Advancement scholarship liaison on the Scholarship committee and oversee awarding of high-profile donor-funded scholarships.

Scholarship Data Integrity and Systems Management

• Ensure accuracy and integrity of donor, fund, and beneficiary data within the scholarship portal and donor database systems.
• Audit and reconcile scholarship criteria, donor information, and award data between PeopleSoft, scholarship management systems, and the donor database.
• Analyze scholarship beneficiary data and coordinate accurate upload of donor and student information into the donor database.
• Develop, document, and improve processes and procedures related to scholarship setup, execution, and awarding.

Donor and Scholarship Stewardship, Communications, and Engagement

• Create and distribute annual endowment and scholarship impact reports to donors.
• Manage gift acknowledgment processes in collaboration with Development and Advancement Services staff.
• Review gift agreements to ensure scholarships are administered in accordance with donor intent.
• Coordinate student thank-you letter processes with Financial Aid, including implementing efficiencies and automation.
• Develop and update stewardship and thank-you letter templates at least twice annually.
• Prepare fund-level and aggregate scholarship data to enhance donor communications and impact storytelling.
• Collaborate with Development and Communications & Marketing on stewardship strategies, donor-facing materials, and scholarship-related communications.
• Support donor-facing scholarship events and appreciation initiatives.
• Provide high-quality customer service to donors regarding scholarship funds, guidelines and scholarship distribution.

Minimum Qualifications

• Equivalent to a bachelor's degree in a related field and two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Working knowledge and understanding of advancement principles and current best practices.
• Demonstrates competence in independently applying judgment to resolve non-standard problems and issues. Includes interpretation of applicable regulations, standards, and guidelines.
• Strong analytical and organizational skills to plan, organize, prioritize, and ensure the successful completion of fundraising campaigns or events within time and budget constraints.
• Strong communications and interpersonal skills to effectively coordinate multiple stakeholder relationships and guide the development of appropriate fundraising and promotional materials.
• Ability to effectively lead and train others.
• Knowledge of event planning, fundraising, budgeting, and accounting principles and processes.
• Proficiency in using advancement or donor management software and financial systems.

Preferred Skills and Knowledge

• Experience with business process analysis and managing data across integrated enterprise systems (e.g., PeopleSoft, donor databases), including data validation, reconciliation, and reporting.
• Advanced written communication skills, including preparation of donor-facing impact reports and executive-level correspondence.
• Experience working in higher education, nonprofit organizations, or similarly complex, highly regulated environments.
• Knowledge of university infrastructure, policies, and procedures or comparable organizational structures.
• Strong fiscal management experience, including financial tracking, reconciliation, and fund utilization reporting.
• Demonstrated ability to analyze and resolve complex data or process issues across multiple systems and stakeholders.
• Experience working in highly matrixed, cross-functional environments requiring coordination across multiple departments.