Assistant Director for Scholarship Programs

San Jose, CA
Mar 29, 2018
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution

Job ID: 24482
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 3086
Department: Financial Aid & Scholarships


Classification: Student Services Professional IV
Anticipated Salary Range: $5,054/month - $5,310/month
Salary Range: $5,044/month - $7,195/month
FLSA status: Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

The Assistant Director for Scholarship Programs will perform functions under limited supervision of the Associate Director of Financial Aid Counseling, but works independently to provide a variety of coordinating and advising services in support of Financial Aid Counseling. The position administers the scholarship programs and related office functions to include maintaining scholarship applicant and award information in the Academic Works Database, interact with academic departments in the applicant selection process, markets scholarship application information, responds to scholarship inquiries, and verifies initial and continued eligibility for various scholarship programs.

Responsibilities include but are not limited to the following:
- Administers and coordinates categories of scholarships including donor directed, departmental, and campus based. Makes recommendations on CSU and departmental scholarships and selects scholarship recipients based on application data and in person interviews. Assists and meets with Director and/or Assistant Director to determine scholarship priorities, policies, and procedures.
- In coordination with the Director, provide oversight of the scholarship application process, selection of recipients and awarding process. Coordinate new scholarship applications to provide a standardized format for the core elements common to all applications. Oversee the collection, preparation, screen, and distribution of materials for scholarship selection committees.
- Collaborate with the Management Team to analyze data and office practices, and recommend policy or procedural changes for all scholarship aid programs for inclusion within the Scholarship Policies and Procedures Manual for the office and another for our campus partners.
- Develops and maintains the Scholarship website for the on-line scholarship applications and scholarship searches.
- Develops and maintains the Scholarship database, Academic Works, of all criteria, award history and payment reconciliation using the PeopleSoft financials to balance scholarship accounts. Utilizes the PeopleSoft Student Administration Financial Aid Module to determine scholarship eligibility.
- Coordinates all outside scholarship resources to be added to the financial aid package to ensure overall award does not exceed the cost of education in meeting federal regulations.
- Maintains knowledge of financial aid programs, including Pell, Federal, FWS, and Cal Grant. Keeps current and interprets federal, scholarship eligibility criteria and office practices as related to the awarding and disbursement of scholarships.
- Assists and communicates to students and parents the applicant process award cycle and answers questions related to Financial Aid and Scholarship award process at San Jose State University.
- This position provides work lead direction to a group of professional staff.
- Responsible for the performance of the work of others while at the same time participating in the work itself.
- Coordinates, trains, instructs, guides, checks, monitors, and corrects the work of others in order to maintain levels of productivity and quality.

Education and Experience

Equivalent to graduation from a four-year college or university in a related field plus upper division or graduate coursework in counseling techniques, interviewing and conflict resolution where such are job related and four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems. A master's degree in Counseling, Clinical Psychology, Social Work or a job related field may be substituted for one year of professional experience. A doctorate degree and the appropriate internship or clinical training in counseling, guidance or a job related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.

Preferred Qualifications

- Master's Degree in higher education or similar field
- Experience within last 5 years coordinating a Scholarship Program or similar program (advertising, review of applications, selection, processing of awards, disbursing of funds, etc.)
- Experience in leading one or more staff members in their work assignments.
- Experience working with federal, state regulations, and maintaining compliance and program integrity.
- Experience with PeopleSoft or financial aid software programs, including database management.
- Excellent written communication skills.

Knowledge, Skills & Abilities

- Ability to advise students individually and in groups on FASO matters.
- Ability to determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature.
- Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals, colleges and students analyze and define the problem, draw valid conclusions, and project consequences of various alternative courses of action.
- Knowledge of English grammar, business writing, punctuation and spelling
- Ability to compose and appropriately format correspondence and reports.
- Knowledge of software applications such as word processing, spreadsheet, and database management.
- Knowledge of automated student financial aid systems and database management.
- Ability to analyze complex situations accurately and adopt effective courses of action.
- Ability to understand the academic year and processing cycles.
- Ability to develop and maintain a thorough knowledge of admissions and evaluation policies and procedures.
- Ability to perform accurately in a detail-oriented environment, handles multiple work priorities, and organizes and plan work and projects.
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
- Excellent oral and written communication skills.
- Ability to work collaboratively with students, staff, faculty, and administrators
- Ability to effectively train, develop, & supervise staff
- Ability to work in a fast paced environment with the ability to provide high-level administrative support, multi-task and prioritize.
- Ability to function independently and organize workload with close attention to detail
- Ability to manage multiple tasks and timelines and make appropriate decisions following campus policies and procedures.

Posting Date

March 13, 2018

Application Screening

Application Screening begins March 28, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest
List of References
Complete SJSU Online Employment Application

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Every applicant who reaches the final level of interviews will be required to complete a background check. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Equal Employment Statement

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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