The Scholarship Coordinator provides programmatic and operational management for collegiate undergraduate scholarship and award activities within the College of Liberal Arts and serves as the subject matter expert on the awarding of collegiate scholarships to new, continuing and transfer students. The Scholarship Coordinator reports to the Director of Administration, Scholarships and Awards and serves as a key member of the Scholarship Committee. The Coordinator acts as a functional resource and liaison to staff within the Office of Admissions, Office of Institutional Advancement, departmental administrators, program directors, and works closely with other campus offices to ensure accurate, optimal utilization of scholarship funds. The following is a list of specific job duties:
Collegiate Scholarship and Program Management (50%):
- Lead and manage the day-to-day operations and compliance of the collegiate scholarship program. Responsible for awarding and identifying 950 students for $3.14 million dollars per academic year. Provide consultation, training, serve as the primary resource, and serve as the functional lead regarding scholarship administration in the college and for departments.
- Create and recommend best practices related to scholarships and awards to national standards.
Identifies and makes recommendations in the decision-making and the development and
implementation of scholarship award guidelines and standards. Make data driven decisions for
- Develop the timeline and manage the data pulls for timely communication to new, continuing and transfer student populations.
- Seek continuous system process improvements. Responsible for the new, continuing, transfer student scholarship award process for all collegiate-wide scholarship funds from UM Foundation, Treasury Accounting, and the Dean’s Discretionary.
- Lead business process design and implementation to support compliance. Evaluate and monitor
student performance for continued scholarship eligibility and resolve issues related to student
eligibility in collaboration with the Office of Student Finance. Serve as the primary contact and
content resource for students and their family members regarding the scholarship application, process, eligibility, financial challenges, and GPA/credit load issues.
- Partner and provide counsel to the Director regarding continuous process improvements and program enhancements for increases efficiency and student satisfaction. Promote quality assurance controls for adherence to Title IV, University and UM Foundation rules and regulations.
- Identify and recommend further develop and enhance the scholarship database, Scholarship Tracking and Reporting System (STAR), and DMS. Aid departments in the implementation of using the scholarship technology.
- Build, develop and maintain strong working relationships and communications with the Office of
Admissions, the University Honors Program, CLA External Relations, CLA Fiscal Administration, and academic departments in the colleges regarding scholarship and award details.
Fiscal Oversight and Budget Management (20%):
- Implement strategies as defined by the College to ensure that unit goals and objectives are being met in the annual program budgets.
- Analyze annual expenditures on behalf of scholarship and awards and present to Director. Provide counsel and collaborate with the Director regarding collegiate scholarship management and Presidential Match Scholarships (PMS) with the Office of Admissions; participate in determination of the acceptance rates (over-awarding) and allocation of yearly fund planning. Analyze and monitor the acceptance rates and re-award as needed to spend all available funding.
- Manage the development of annual awarding budgets. Provide work direction and coordinate with the UGE Accountant and CLA Fiscal Officer to project funding levels, forecast funds available, and funds to be awarded. Ensure funds are accurately disbursed through PS to student’s accounts.
- Identify, research, analyze and compile information and data. In collaboration with the CLA Fiscal Officer, prepare and analyze year-end reports and summaries. Resolve any outstanding scholarship issues for audit compliance and year end closing.
- Identify, award and monitor the Dean’s Freshman Research and Creative Scholars Program to new high achieving students as part of their financial aid package. Based on the designated criteria, select, award, and process the freshman research awards and monitor the expenses to the budgeted account.
Program Strategy, Planning and Success Monitoring (10%):
- In consultation with the Associate Dean and Director, design and create innovative programmatic activities to support scholarship and research award strategies.
- Develop, implement, evaluate and report on ongoing assessments of the goals and effectiveness of scholarship and research award programs designed to enhance the awarding and selection process.
- Work with the Office of Institutional Advancement to identify and promote outstanding instances of scholarship and research awards.
- Work closely with the Director on special projects and initiatives. Aid in the creation of new scholarship programs and the implementation of a new online scholarship application for students.
- Identify and lead the implementation and manage enhancements to student and financial systems for scholarships and participate as an integral and active member in unit planning processes.
- Recommend and identify students to participate in the Dean’s Freshman Research and Creative Awards Program as part of their financial aid package. Respond to questions from students and family members regarding the program guidelines and their participation.
- Responsible for collaborating with the Director on the identification, selection and awarding of the McFadden Research Scholars Program. Responsible for collecting thank you notes for the donor stewardship.
Management and Development of Communication Plans and Materials (10%):
- Pursue creative solutions to support and market collegiate scholarship and awards programs. In collaboration with the Collegiate and University stakeholders, prepare and oversee communication plans for CLA scholarship and research award efforts.
- Implement across CLA offices and departments regular communication correspondence with regards with scholarship and research award timelines, deadlines, updates/changes to policies and procedures. Assist with writing and editing for the College’s publications and other materials.
- Responsible for the creation and design of content for print and web-based applications to be used in the scholarship and research award advertisement and application process.
- Work closely with the Director to identify and create a database of CLA student success stories for the Dean’s Freshman Research and Creative Scholars Program, Bright Lights Event and McFadden Scholars Recognition Event.
- Work closely with the UGE Communications Team to develop marketing products for programming. Support the College and University brand.
Undergraduate Program Outreach, Engagement and Operations Coordination (10%):
- Foster diversity and inclusion in all aspects of scholarship and awarding processes and
programming. Represent and participate in UGE projects, committee assignments and
outreach as needed to advance the program goals.
- Set or maintain policies and practices related to scholarship and awards. Seek input and work
collaboratively with collegiate and departmental staff members to determine successful
scholarship awarding practices. Actively develop best practices for scholarship record
- Represent and participate Undergraduate Programs with sponsored events such as College Day, Commencement, Showcase Events, Sneak Previews, Bright Lights and Freshman Research and Creative Awards Reception.
- Foster a collaborative environment for staff to pursue and implement UGE goals and objectives. Attend and participate in weekly staff meetings, All Staff Meetings, UGP Staff Retreats and ongoing training.
- Other duties as assigned.
(The employer reserves the right to change or add duties to this position as long as the changes and/or additions are consistent with the job classification.)
100%, 12-month Administrative Professional, annually renewable based upon funding and performance. This position reports to the Director of Administration, Scholarships and Awards and works closely with the Scholarship Working Group, Fiscal Officer, Recruitment Coordinator, Department Administrators, Program Directors, the Office of Admissions and the Office of Institutional Advancement.