Assistant Director of Scholarship Management & Reporting

Job description

Job Title:

Assistant Director of Scholarship Management & Reporting

Job Summary:

The Assistant Director of Scholarship Management & Reporting reports directly to the Assistant Vice President for Development Operations and is responsible for timely and accurate management of the scholarship program. The Assistant Director of Scholarship Management and Reporting has oversight of the IA scholarship initiation process and the responsibility to share criteria with Financial Aid and financial information with Business and Finance as required to execute their given responsibilities. The Assistant Director manages reporting to and stewardship of scholarship donors including Impact Reports, Endowment Reports, the Annual Scholarship Luncheon and Student Donor Appreciation correspondence. Additionally, the Assistant Director of Scholarship Management & Reporting ensures fundraisers are kept abreast of funding opportunities resulting from contact with scholarship supporters. The Assistant Director works in tandem with the IA staff to ensure the efficient and seamless management of all supporting scholarship establishment and documentation.

Essential Duties and Responsibilities:

•Manages and records all documentation for establishing, executing and adapting scholarships working closely with IA fundraisers.
•Engages scholarship donors through collateral materials that may include Impact Reports, Endowment Reports and Student Donor Appreciation correspondence. And, works with Advancement Services to populate and maintain fundraising database with information on scholarship donors and contacts.
•Automates and streamlines the scholarship tracking system; populate, track, and maintain scholarship database and manages/updates the scholarship management software/system for the College. And, partners with fundraisers to ensure gift agreements are developed, routed and executed properly and in a timely fashion.
•Monitors IA Scholarship Holding Account to confirm scholarship funding and ensures the timely establishment of scholarship accounts and reconciles annual and endowed scholarship fund balances with appropriate Finance departments.
•Works with the Financial Aid office to ensure awarding of IA scholarship accounts as per agreements and criteria, including notifying the appropriate offices when funds are available for awarding.
•Leads the programming and production of the Annual Scholarship Thank You Luncheon.

Donor Recognition
•Ensures adherence to IA stewardship schedule and assists the Stewardship Coordinator in building the yearly stewardship plan for the Division.
•Establishes and implements short-term and long-term scholarship goals and objectives, and establish record keeping to valuate the impact of the program.
•Works collaboratively with the Events Staff and the Stewardship Coordinator on initiatives to ensure that events for donors and prospects (including, but not limited to, scholarship donors and prospects) – including the Scholarship Luncheon, the Donor Appreciation Reception, and other stewardship initiatives and recognition events are planned and executed efficiently.
•Designs personalized correspondence (letters, reports, etc.) to communicate with and inform scholarship donors on a scheduled as well as ad hoc basis.
•Provides excellent customer service addressing donor and potential donor concerns related to existing scholarships and/or guidelines and procedures for establishing new scholarship funds.

Required Qualifications:

Bachelor’s degree and three to five years of related and progressive work experience is required. This position requires the ability to bring creative ideas to the donor relations/stewardship programs. A strong customer service focus, excellent written, verbal and time management skills are essential. Professional demeanor with the ability to interface with internal and external donors and potential donors with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to multi-task.
Excellent oral communication skills are required when presenting information and responding to questions from donors, potential donors, and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence, compose memos, letters, and e-mails. Also, must be able to read, analyze and interpret documents such as professional journals, financial reports, and grant proposals.

To perform this job successfully, an individual must have a high level of mastery using Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails duties may involve assignments that require creating spreadsheets, PowerPoint presentations, use of Outlook, Banner Financial Module and Internet navigation.

Preferred Qualifications:


Certifications, Licenses, Restrictions :

Valid Drivers license

Physical Demands:

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms. The employee is occasionally required to: stand, stoop or kneel and lift and/or move up to 15 pounds with assistance. Specific vision abilities required by this job include the ability to adjust focus.



% Travel Required:

1% - 25%

Full Time/Part Time:




Number of Vacancies:


Posting Number:


Posting Open Date:


Open Until Filled:


EEO Statement:

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.




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Job No:
Posted: 2/17/2021
Application Due: 5/18/2021
Work Type: Full Time