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. Serve as the university expert for the award management software and direct the university's utilization of the tool.
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Make sure all new scholarship agreements are executed and uploaded.
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Guide stakeholders on how to utilize the software to administer scholarship dollars.
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Ensure scholarship system data accurately reflects awarding parameters agreed upon with benefactors.
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Utilize the system to advertise and process recruitment and other university scholarships.
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Provide training and guidance to support application reviews and award offers.
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Serve as the liaison with WSU IT and the scholarship software vendor to troubleshoot and integrate enhancement in the system.
2. Scholarship Strategy. Manage the scholarship program to maximize utilization of student scholarship funds.
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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.
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Promote the scholarship program to students, parents, and other stakeholders, including Admissions, Financial Aid, Equity and Inclusive Excellence, and academic departments.
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Ensure scholarship application evaluators are identified, trained, and complete application reviews.
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Collaborate with other departments to gather and share sensitive information necessary to verify student eligibility.
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Support the WSU Foundation Scholarship Committee by supporting committee operations, including agenda development, meeting scheduling, minute preparation, and follow-up on action items.
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Creation of the scholarship documents with input from the fundraising staff.
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Maintaining the hard copies of the executed scholarship documents.
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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. Develop and maintain relationships to support scholarship award sustainability and growth.
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Provide guidance to prospective donors acting as a gatekeeper for WSU fundraising team.
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Ensure scholarship benefactors receive individualized recognition and expressions of gratitude from the university. Example would be the student thank you initiative.
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Foster meaningful connections between scholarship recipients and benefactors through letters, events, classroom speaking opportunities, and other engagement activities including an annual scholarship event.
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Represent the division at key events that promote donor engagement.
4. Scholarship Budget. Maintain budget and data needs related to the scholarship plan.
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Communicate with the Foundation Controller to ensure adequate funding is available prior to posting available scholarships.
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Collaborate with the Executive Director to contact benefactors to solicit additional contributions or obtain guidance regarding awarding preferences in cases of insufficient funding.
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Collaborate with the Executive Director, Controller and VP of Advancement to use data-informed decision-making in the awarding and disbursement of scholarships.
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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.
