Student Award Coordinator

This position is part of the Philanthropy & Alumni Engagement Program (PAE) and is subject to joint management by the University of Arizona Foundation, as outlined in the Amended and Restated Development Services and Asset Management Agreement dated July 2, 2021.

This position may occasionally require travel and availability to work evenings or weekends.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs.

• In collaboration with the Academic Affairs & Student Success Team, Development Office, Business Office, and Dean’s Office, provide excellent customer service to donors, faculty, staff, and students in all areas of scholarships.
• Track scholarship contributions into UA and UAF systems.
• Create and maintain accurate files for each scholarship, endowment, planned gift, pledge, and commitment including all scholarship specification documents such as new endowment agreements, new project forms, endowment checklists, and scholarship cover sheets.
• Review scholarship transfer requests. Complete and submit transfer requests to the UAF Scholarship Office.
• Ensure that scholarships are awarded to qualified students in a timely manner.
• Reconcile award accounts with departments and the UAF, and address any discrepancies.
• Ensure accurate and consistent reporting of scholarship dollars available to award. Provide reporting to UAF, the departments, and the college development office in order to manage account balances and minimize unused scholarship funds.
• Track all restricted funds that are intended to be awarded within 12 months to ensure accurate assessment of fees where applicable.
• Prepare annual reports upon request for scholarships funded through endowments at the UA and UAF.
• Oversee college scholarship selection committees. Prepare and distribute committee packets for student scholarship applicants.
• Attend the campus-wide Scholarship Co-op (SCOOP) meetings.
• Review existing scholarship specifications to ensure criteria are compliant and applicable, as well as able to be awarded.
• Work with appropriate personnel to update specifications as needed.
• Report on scholarship funds and awards given.
• Utilize UA and UAF systems to efficiently manage and administer scholarships.
• Work with the UAF Scholarship Office to link KFS Accounts to new awards and ensure all awards specifications are accurate.
• Complete and process all scholarship gifts using the Gift Transmittal Form.
• Prepare communication and correspondence via email and/or mail between departments, UA/UAF staff, scholarship applicants, and other development staff regarding scholarship status, letters of award, notification status emails, gift agreements and stewardship reports.
• Manage Scholarship Universe system for all college scholarships.
• Track, review, and send student scholarship thank you letters as part of annual stewardship packets for donors.

Knowledge, Skills, and Abilities (KSAs)

• Commitment to working in a collaborative team environment with shared goals.
• Ability to work efficiently with a wide variety of individuals, including donors, PAE colleagues, deans, faculty and staff.
• Excellent communication and interpersonal skills.
• Ability to effectively communicate both verbally and in writing.
• Demonstrated commitment to exceptional customer service with the ability to translate the PAE guiding principles of donor-centricity and collaboration into work practices.
• Ability to recognize and handle highly confidential and sensitive information in a discrete and professional manner.
• Demonstrates excellent organizational skills and attention to detail.
• Ability to work independently with the ability to prioritize multiple projects and meet strict deadlines for deliverables.
• Ability to anticipate and discern work priorities and meet deadlines with little supervision.
• Adept at problem-solving and using judgment in situations requiring initiative, tact, and confidentiality.
• Requires an exceptional work ethic and track record of personal initiative.
• Openness to new ideas and personal flexibility with the ability to adapt and succeed in a multi-task, fast-paced environment with changing processes and occasional ambiguity.
• Ability to inspire cooperation and participation.
• Proficiency in the use of personal computers and Microsoft Office software (Word, Excel, PowerPoint, and Outlook).
• Proficiency or ability to learn additional software required to perform the essential duties of the position.
• Availability to work evenings or weekends as needed, and may occasionally be required to travel.