Scholarship Analyst/Specialist (Administrative Analyst/Specialist Exempt II), Advancement Services California State University, San Bernardino
Job No: 521354 Work type: Staff Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Fundraising & Alumni Relations, Full TimeJob Summary:
The Scholarship Coordinator will implement and track the university's donor scholarship program to ensure all donor funds are awarded according to donor intent and donors are successfully stewarded because of their scholarship gift. The scholarship coordinator will also work in ensuring student award payments from donor gift funds are awarded and students are meeting the requirements of the gift. The individual will work collaboratively with Financial Aid, Financial Services, college, and department/division representatives during the scholarship award and stewardship process. The scholarship coordinator will reconcile scholarship awards and balances and provide monthly and quarterly reports on scholarship utilization rate as well as an annual report that details program outcomes.
Responsibilities include, but are not limited to:
Collaborate and work in tandem with Financial Aid to ensure 100% timely awarding of donor scholarships as indicated by donor agreement or account criteria.
Work with departments on processes, procedures and implementation of donor student support payments
Reconcile on a weekly and monthly basis scholarship awards and balances. Work closely with the University Advancement senior financial analyst and Financial Aid on scholarship balances. Work closely with Financial Aid and scholarship committee chairs on outstanding scholarships
Work independently to provide responses and recommendations to Financial Aid on authorization failure reports
On an annual basis, work closely with the division senior financial analyst on the annual scholarship distributions for endowment and current use funds. Prepare data load with university scholarship vendor and fiscal load for Financial Aid programmers. Ensure scholarship distributions are accurate between two data systems - the scholarship software system and the PeopleSoft Campus Solutions.
Prepare scholarship financial reconciliation data and student support data for dissemination to management including outstanding and awarded scholarship information
Chair University Advancement scholarship committee and oversee process of awarding high profile donor scholarships.
Work closely with University Advancement fundraising staff on scholarship agreements, establishment of new funds in the scholarship database and ad-hoc current use scholarship awards.
Scholarship Data Implementation
In collaboration with Financial Aid, ensure data integrity of the scholarship software system. Input, update and maintain donor and scholarship fund information as it relates to donor data and scholarship criteria. Work closely with Financial Aid on data entry points and reconcile data in scholarship management system to data housed in Peoplesoft. Audit scholarship data on a yearly basis to ensure seamless flow of scholarship awards.
Review, update and implement processes and procedures for input of scholarship criteria, donor information.
Provide data maintenance support as it relates to scholarship committees and scholarship division/college scholarship representatives.
Analyze scholarship beneficiary data for accuracy and content and coordinate scholarship donor data for upload into donor database. Reconcile data from PeopleSoft system and compare against donor scholarships in donor database. Work closely with Advancement Services staff in ensuring donor database is updated with proper scholarship stewardee and beneficiary information
Analyze scholarship beneficiary data for accuracy and content and coordinate scholarship donor data for upload into donor database. Work closely with Advancement Services staff in ensuring donor database is updated with proper scholarship stewardee and beneficiary information.
Prepare and distribute aggregate financial scholarship data to enhance donor communications as well as collect financial and stewardship data on an individual fund level to properly steward donors for impact and endowment reports and student donor appreciation correspondence. Work closely with the Office of Donor Relations on scholarship communications.
Review and implement the collection of the student thank you letter process and recommend processes and procedures to enhance efficiencies in the process, implement automation for collection of letters and work collaboratively with Donor Relations on the stewardship of letters with donors.
Oversees and develops processes on documentation for establishing, executing and awarding scholarships.
Update and maintain CSUSB Scholarship website for university catalog as well as CSUSB Philanthropic Foundation donor scholarship site. Update University Advancement webpages on key donor scholarships as well as provide dashboard information on the Foundation's scholarship program.
Works collaboratively with division departments on initiatives to ensure that scholarship events for donors and prospects - including annual scholarship stewardship events and donor appreciation events are planned and executed efficiently. Conceptualize and execute annual Paws for Gratitude event in coordination with Donor Relations, Office of Philanthropic Giving staff. Collaborate with campus partners such as Financial Aid, Annual Giving, Alumni Relations to ensure a successful event.
In partnership with donor relations, provide data to communicate with and inform scholarship donors on a scheduled as well as ad hoc basis.
Provide scholarship reports as requested by UA leadership and/or donors.
Provides excellent customer service addressing donor and potential donor concerns related to existing scholarships and/or guidelines and procedures for establishing new scholarship funds.
Develop and implement processes and procedures for collecting student impact information on scholarships and student support funds.
Other duties as assigned.
Minimum Qualifications: Required Education and Experience
Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS two years of related experience.
Comprehensive and detailed knowledge of university infrastructure, policies, and procedures or in an organization with similar complexity is required.
The ability to interpret and apply policies and procedures independently and to use judgment and discretion is required.
Strong competency in fiscal management and the ability to use campus Enterprise Systems to obtain the necessary information is strongly desired.
A thorough mastery of English grammar, punctuation, and spelling is required along with the ability to effectively write and present reports, minutes, and other documents in a professional manner required.
Expertise in using office software, technology, and systems including but limited to Microsoft Word, Excel, Outlook, PeopleSoft, and other standardized office equipment is required.
The ability to multitask and manage multiple initiatives simultaneously is required.
The ability to establish and maintain cooperative working relationships and work effectively both independently and/or as part of a team is required.
Skill in planning and performing research and participating in the development, alternation, implementation, and evaluation of the organization's programs, policies, and procedures.
Higher education experience in University Advancement, Financial Aid, or related area.
Minimum of three years of work experience providing progressively responsible administrative, technical, and analytical support.
Compensation and Benefits:
Anticipated Hiring Range: $4,170 - $4,500 per month
Classification Salary Range: $4,170 - $7,545 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Work status: Full-time/Exempt/Probationary
Schedule: Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
The application deadline is Wednesday, December 14, 2022.
Conditions of Employment
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at firstname.lastname@example.org
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.