Scholarship Assistant–Executive Assistant 1

To manage and assist in the management and administration of over $40 million dollars in scholarships from private donors, federal and state governments and University of San Diego scholarship funds.

Responsible for management and processing of USD Undergraduate Merit Scholarships and Catholic Education Scholarships, Outside Scholarships, Tuition Remission, and Work Service Awards (USWA). Also awards non-FAFSA filers. Serves as Scholarship Universe lead. Responsible for the management of the Scholarship Questionnaire. Is responsible for maintaining and updating the USD Office of Financial Aid’s Scholarship website, Scholarship Board, and Scholarship Guides, researches outside scholarships and scholarship resource information to keep current. Maintains spreadsheets which are used for statistical information as well as information that helps award scholarships to USD students. Coordinates the maintenance of federally mandated audit trail documents for all scholarships awarded or rescinded. Conducts Form Review and general duties under University of San Diego policies and procedures. Prepare and present scholarship workshops and attend conferences as needed. Works closely with offices and departments on campus providing information they require concerning which students have the “ability to benefit” from need based scholarships. Assists with other projects and responsibilities as needed.

Duties and Responsibilities:

Processes Outside Scholarship checks and award notifications:

• Review all incoming scholarship checks. Performs or supervises the recording, scanning, and indexing of all documents received into the Xtender imaging system.
• Coordinates student contact for checks that must be endorsed.
• Identifies and refers scholarships that require Counselor-level intervention.
• Processes scholarship checks for deposit.
• Review award notifications to ensure adherence to donor guidelines and compliance with University policy and applicable regulations.
• Analyzes daily reports to determine if a change in a student’s enrollment status impacts their eligibility for scholarship. Takes appropriate action steps if the student’s eligibility is compromised.
• Prepares and processes outside scholarship Return of Funds documents for students who withdraw (W) or take a leave of absence (LOA/MLOA) or in the case of an overpayment.
• Compiles and maintains data for statistical purposes.
• Maintains audit trail documents for all scholarships awarded and rescinded as required by US Dept. of Education.
• Records all actions, including communications with students, parents, donors, and departments, in the Banner financial aid system.
• Manages high volume during peak periods by prioritizing, organizing, and managing time effectively.

Prepares Departmental Awards (Includes private/outside scholarships, institutional scholarships/awards, Tuition Remission, RA, USWA, etc.):

• Performs Banner financial aid system data entry and award set-up for all awards including, but not limited to:
  • Computation of Student budgets.
  • Establishing Award screens for non-FAFSA filers.
  • Establishing automatic student email notification process.
  • Confirmation and recording of enrollment and housing status, class level and scholarship renewal criteria.

Administers USD undergraduate merit and CES Scholarships for renewal:

• Coordinates review of undergraduate merit & CES scholarships for renewal.
• Analyzes reports to verify eligibility of scholars for renewal of undergrad merit & CES scholarships.
• Codes and notifies students if they are in jeopardy of losing their merit and/or CES scholarship(s) due to low cumulative GPA (DQ status).
• Codes and notifies students when they have are no longer eligible for merit and/or CES scholarship (NE status).
• Awards all continuing undergraduate merit and CES scholarships to non-FAFSA filers.
• Awards all incoming undergraduate merit and CES scholarships to non-FAFSA filers.

Maintains current scholarship information for students:

• Serves as primary contact for Scholarship Universe.
• Utilizes a variety of online search engines and websites to researches scholarship opportunities and resources.
• Updates USD Scholarship Collection, bibliographies, and scholarship guides annually.
• Supervises the posting of scholarship announcements on the public scholarship board.
• Updates the webmaster of new scholarship postings for the Office of Financial Aid’s website.

Monitors and processes incoming Scholarship Questionnaires:

• Review all incoming Scholarship Questionnaires in Salesforce (CRM).
• Performs or supervises the recording of all questionnaires in Banner.
• Set up reports for awarding endowed and annual funds.
• Assists in the annual review and revision of the Questionnaire.

General Duties:

• Checks applications for completeness, resolving inconsistencies and data match discrepancies as a member of the Form Review team.
• Uses knowledge of guidelines and professional judgement to determine the need for additional follow-up information forms and requests to student/parent and update the Banner screen accordingly in Form Review.
• Processes Change of Plan (COP), Leave of Absence (LOA), and Withdrawn (WD) students.
• Assists in updating Scholarship Department Policies and Procedures.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.