Assistant Director

University of North Carolina at Charlotte, United States

Updated: 22 days ago
Location: Charlotte, NORTH CAROLINA
Job Type: FullTime
Deadline: ;

Position Information
General Information


Vacancy Open to All Candidates
Employment Type Permanent - Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 000721
NC Salary Grade Equivalency GN11
Classification Title University Program Specialist - Journey
Working Title Assistant Director
Salary Range $52,721 - $61,000
Anticipate Hiring Range $52,721 - $61,000
FLSA Status Non Exempt
Division Academic Affairs
Department Enrollment Management (Adm)
Work Unit University Scholarship Office
Work Schedule
8:00 am – 5:00 pm; Monday – Friday with occasional evening and weekend hours required, as necessary.
Primary Purpose of Position
Serve as the process and procedural expert for all operations within the University Scholarship Office (USO). Develop initiatives or processes to meet program needs and objectives when gaps are identified. Draft guidance documents outlining specific procedural changes that affect scholarship administration and disseminate critical information to college or departmental contacts. Remain current with USO and university policies, as well as best practices relative to scholarship administration to assess and resolve ongoing and unprecedented challenges. Maintain documentation of processes, policies, and procedures established by the University Scholarship Office to guide office operations and campus wide scholarship management.
Demonstrate flexibility, cooperation, and strategic thinking to achieve individual performance objectives and coordinate the day-to-day workflow and operations of the USO. Train and support USO team members and student workers to leverage professional and impactful performance that benefits current and prospective students. Monitor performance for efficiency, and ensure priority objectives are met. Provide regular updates on current project activity and support new projects taken on by the USO. Resolve issues escalated by USO team members or student workers and consult with or refer high visibility issues to the director as necessary.
Raise awareness of scholarship opportunities among prospective and current students, and their families. Provide guidance, training, and resources to students navigating the student scholarship application portal. Troubleshoot issues with the scholarship system, and propose changes to improve the user experience. Respond to inquiries and concerns from students, parents, and other partners in a timely and professional manner.
Provide training, support, and resources to college/departmental scholarship administrators to promote efficient and strategic use of scholarship funds, effective application review and recipient selection practices, and support access and navigation requests relative to the university scholarship system. Respond to difficult, complex questions about scholarship administration, fund management, soliciting applications, and selecting qualified recipients. Identify trends, and recognize the impact of policies, procedures, and laws as they relate to scholarship administration, legal agreements, and student aid.
Develop and maintain professional relationships with college/departmental representatives to increase credibility and sustain continued support for a centralized scholarship administration model. Interpret and communicate complex scholarship policies and procedures, understand FERPA laws and other policies in place to protect sensitive student information and decisions. Promote actions and reporting needs of the USO among college/departmental scholarship administrators that are necessary to achieve mutually beneficial goals for all university partners.
Minimum Education/Experience
Required Minimum Qualifications:
Bachelor’s degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
University Preferred Qualifications:
Graduation from a four year college or university and at least three years of program associate experience; or an equivalent combination of training and experience.
Essential Job Duties
  • Serve as the process and procedural expert for operations within the University Scholarship Office.
  • Develop initiatives or processes to meet program/project needs and objectives when gaps are identified. Identify, assess, and resolve unprecedented situations relative to scholarship administration.
  • Manage the annual Scholarship Content Review Process, which consists of a review of all institutional scholarship terms and conditions, as well as consultation with scholarship administrators. Propose changes when needed to resolve challenges and compliance issues.
  • Generate reports to track scholarship fund balances, new and renewal year award information, and other relevant financial data necessary for effective scholarship administration.
  • Interact regularly with current and prospective students and their parents in response to scholarship inquiries. Interpret and apply policies and procedures to address non-routine issues.
  • Maintain a thorough knowledge of the university scholarship administration system. Propose new content, reorganization of existing content, or improved functionality concepts.
  • Develop annual award strategy, and balance scholarship funds to determine the amount available to award in a given application cycle.
  • Manage the application collection, review, and award process for scholarships administered by the USO. Ensure annual deadlines are met.
  • Train faculty, staff and campus partners to use the university scholarship system, balance scholarship funds, and promote scholarship opportunities within their department.
  • Support the collection of donor thank you letters from students. Interact regularly with development staff to promote accountability and consistent donor stewardship. Recommend procedural changes as necessary.
  • Work with the Director to define annual goals, tasks, and deliverables regarding the impact of institutional scholarships on the university, identify performance shortfalls within individual departments and propose actionable steps for improvement.
  • Develop and maintain a working knowledge of university systems and processes to include purchasing, budgeting, hiring and personnel, and traveling for work functions.
  • Consult with the Communications Manager for Enrollment Management to promote clear, consistent messaging regarding scholarships and enrollment management initiatives.
Other Work Responsibilities
  • Prepare and distribute written guidance or clarifying documentation outlining procedural change which impacts scholarship administration.
  • Attend student-centered events to increase awareness of scholarship opportunities and resources.
  • Create and maintain an annual schedule including all benchmark projects and deadlines, processes, or exercises conducted by the Scholarship Office.
  • Monitor publications and media from professional trade organizations or other public/private leaders in the financial aid and scholarship administration sector to identify new theories, trends, precedents or best practices.
  • Establish working relationships with UNC System schools and schools outside the UNC System, to identify best practices relative to scholarship administration.
  • Attend meetings with faculty, staff and campus partners who administer scholarships to identify best practices, collect program feedback, and explore opportunities for program development. Complete assigned tasks and provide necessary follow-up.
  • Provide professional, concise, and timely responses to all requests for information.
Departmental Preferred Experience, Skills, Training/Education
  • Bachelor’s degree and one year of experience related to the area of assignment; or equivalent combination of training and experience.
  • Minimum three years experience with scholarship administration in a four-year college or university setting, preferably a mid-size to large public or private university.
  • Preferred experience working in higher education, or secondary preference working in a corporate or private foundation, or in another non-banking industry where grants, scholarship funds, or other resources are applied for through a competitive process.
  • Excellent skills in MS Word and Excel setting up new documents for multiple purposes, and using formulas and other advanced features to manipulate data or narrative content.
  • Experience working in Banner, Slate or similar database management software; working with web-based software, well-versed in HTML, SQL, or similar.
  • Experience organizing and leading meetings to include managing agenda items and ensuring objectives are met.
  • Experience managing organizational funds.
  • Experience developing long-term goals to achieve one or more specific objectives; defining success for each goal with qualitative or quantitative metrics, and efficiently using available resources to achieve each goal.
  • Demonstrated ability to handle multiple tasks simultaneously while effectively prioritizing the most time-sensitive., often under time constraints.
  • Demonstrated efficient use of time, creative thinking to troubleshoot complex issues
  • Ability to quickly learn and apply new information, systems, and processes to complete job duties.
  • Strong written and oral communication skills when engaging small or large groups of people.
  • Ability to work effectively and negotiate solutions among diverse groups with members who present differing opinions or priorities.
  • Ability to explain complex processes or information in an organized manner, using concepts and terms that are easily understood.
  • Presents a professional demeanor and is also easily approachable, genuinely supportive, and respectful of others.
Necessary Licenses or Certifications
Work Location University Scholarship Office
Posting date 03/21/2024
Closing date 04/04/2024
Proposed Hire Date 04/15/2024
Contact Information
Special Notes to Applicants

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