Associate Director of Scholarships

Winona State University; Winona (MN); On-site; USD 75,000 - 95,000; Full time

Job summary

Winona State University seeks an Associate Director of Scholarship to manage the Foundation Scholarship Program, oversee software, guide evaluators, and coordinate with campus partners.

The role involves donor engagement, strategy development, budgeting, and administration to ensure scholarships align with benefactors' goals and university policies.

Qualifications

• Responsibilities describe managing the scholarship program and related processes.
• Guiding stakeholders in using scholarship software and ensuring award parameters are accurate.

Responsibilities

• Make sure all new scholarship agreements are executed and uploaded.
• Guide stakeholders on how to utilize the software to administer scholarship dollars.
• Ensure scholarship system data accurately reflects awarding parameters agreed upon with benefactors.
• Utilize the system to advertise and process recruitment and other university scholarships.
• Provide training and guidance to support application reviews and award offers.
• Serve as the liaison with WSU IT and the scholarship software vendor to troubleshoot and integrate enhancement in the system.
• Collaborate with Advancement team members and benefactors to develop and implement scholarships that meaningfully represent the benefactors’ philanthropic goals and adhere to applicable policies, procedures and laws.
• Promote the scholarship program to students, parents, and other stakeholders, including Admissions, Financial Aid, Equity and Inclusive Excellence, and academic departments.
• Ensure scholarship application evaluators are identified, trained, and complete application reviews.
• Collaborate with other departments to gather and share sensitive information necessary to verify student eligibility.
• Support the Foundation Scholarship Committee operations: agenda, scheduling, minutes, and follow-ups.
• Create scholarship documents with input from fundraising staff.
• Maintain hard copies of executed scholarship documents.
• Assist with annual allocations with the Foundation Controller, Executive Director, and VP of University Advancement.
• Provide guidance to prospective donors as a gatekeeper for fundraising.
• Ensure individualized donor recognition and gratitude, e.g., student thank-you initiatives.
• Foster connections between recipients and benefactors via letters, events, and annual scholarship activities.
• Represent the division at key events that promote donor engagement.
• Communicate with the Foundation Controller to ensure adequate funding is available prior to posting available scholarships.
• Collaborate with the Executive Director to contact benefactors to solicit additional contributions or obtain guidance regarding awarding preferences in cases of insufficient funding.
• Collaborate with the Executive Director, Controller and VP of Advancement to use data-informed decision-making in the awarding and disbursement of scholarships.
• Collaborate with the Controller to monitor expenditures and maintain monthly records of endowment and account balances to ensure responsible stewardship of dollars.
• Coordinate with the emergency grant program administrator and act as liaison with the Foundation.
• Perform other duties as assigned to support department operations and reputation.

Job description

Job Description

The Associate Director of Scholarship manages the university’s Foundation Scholarship Program to ensure effective scholarship program administration. Responsibilities include participating in the development of scholarships (including working with the fundraising staff on criteria, writing of drafts, ensuring award-ability and input into the software), managing the scholarship software, developing communications, supporting students through the application and awarding process, and providing guidance to application reviewers. The position builds and maintains collaborative relationships across the division, with campus partners such as Financial Aid and Admissions, and with external stakeholders advance the university’s scholarship strategy.

Responsibilities

1. Scholarship System.

• Make sure all new scholarship agreements are executed and uploaded.

• Guide stakeholders on how to utilize the software to administer scholarship dollars.

• Ensure scholarship system data accurately reflects awarding parameters agreed upon with benefactors.

• Utilize the system to advertise and process recruitment and other university scholarships.

• Provide training and guidance to support application reviews and award offers.

• Serve as the liaison with WSU IT and the scholarship software vendor to troubleshoot and integrate enhancement in the system.

2. Scholarship Strategy

• Collaborate with Advancement team members and benefactors to develop and implement scholarships that meaningfully represent the benefactors’ philanthropic goals and adhere to applicable policies, procedures and laws.

• Promote the scholarship program to students, parents, and other stakeholders, including Admissions, Financial Aid, Equity and Inclusive Excellence, and academic departments.

• Ensure scholarship application evaluators are identified, trained, and complete application reviews.

• Collaborate with other departments to gather and share sensitive information necessary to verify student eligibility.

• Support the WSU Foundation Scholarship Committee by supporting committee operations, including agenda development, meeting scheduling, minute preparation, and follow-up on action items.

• Creation of the scholarship documents with input from the fundraising staff.

• Maintaining the hard copies of the executed scholarship documents.

• Assist with the annual allocation from each scholarship with the Foundation Controller, Executive Director and the VP of University Advancement.

3. Stewardship and Donor Engagement.

• Provide guidance to prospective donors acting as a gatekeeper for WSU fundraising team.

• Ensure scholarship benefactors receive individualized recognition and expressions of gratitude from the university. Example would be the student thank you initiative.

• Foster meaningful connections between scholarship recipients and benefactors through letters, events, classroom speaking opportunities, and other engagement activities including an annual scholarship event.

• Represent the division at key events that promote donor engagement.

4. Scholarship Budget.

• Communicate with the Foundation Controller to ensure adequate funding is available prior to posting available scholarships.

• Collaborate with the Executive Director to contact benefactors to solicit additional contributions or obtain guidance regarding awarding preferences in cases of insufficient funding.

• Collaborate with the Executive Director, Controller and VP of Advancement to use data-informed decision-making in the awarding and disbursement of scholarships.

• Collaborate with the Controller to monitor expenditures and maintain monthly records of endowment and account balances to ensure responsible stewardship of dollars.

5. Emergency Grant Program.

Collaborate with the university emergency grant program administrator. Be the liaison between the university emergency grant administrator and the WSU Foundation.

6. Perform other duties as assigned

to ensure the smooth functioning of the department and maintain the reputation of Winona State University. Including but not limited to participating in university committees and pursuing ongoing professional development to maintain current knowledge in the field.