Specialist, Fellowships and Funding

91822BR

Campus: Tempe

Specialist

Job Description

Help students achieve their dreams! Be a part of the rewarding process of awarding fellowships and other funding to ASU graduate students. Under general supervision, this position will support, administer and process all phases of student funding-related initiatives for the Graduate College, from the initial preparation of each cycle through the posting of the awards to student accounts and funding reconciliation. As a primary contact for these processes, this position will be responsible for answering questions, troubleshooting, and resolving issues as they arise. Additionally, as a member of the Business Services and Administration team, this position will provide college-wide support for assigned business operations tasks. This position requires excellent customer service, attention to detail, sound judgment, the ability to work effectively with multiple constituents (students, staff, faculty, outside agencies), and the ability to work on multiple projects while maintaining accuracy and meeting deadlines.
Business hours for the Graduate College are Monday - Friday, 8:00 a.m. - 5:00 p.m. ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market. The Graduate College may have flexible work options available such as staggered start and stop times and possibly hybrid work where employees spend a portion of their regular workweek at their primary ASU work location and a portion working remotely. 

Department Name

Graduate College

Full-Time/Part-Time

Full-Time

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$42,000 - $52,000 per year; DOE

Close Date

16-June-2023 - EXTENDED

Essential Duties

• Assists with promotion of awards, management of nominations, review process, award/allocation notifications and acceptance, documentation and data management.
• Creates, maintains, tracks, and reconciles student award records electronically using spreadsheets, databases, tracking software (such as JIRA), etc.
• Accurately administers and enters student funding in relevant systems (GPortal Financial, PeopleSoft DSP, Workday).
• Reviews, verifies, and acts on requests from support staff for the addition, reversal, or modification of awards on student accounts due to academic withdrawals, additional scholarships, etc.
• Prepares and monitors specific materials and procedures unique to Graduate College student funding, such as fellowships and tuition awards.
• Assists with tracking financial awards to academic departments and works with Business Office for processing of units'/candidates' reimbursements.
• Assists in the preparation of materials for meetings and events, including funding or reviewer meetings, cohort welcomes and orientations, annual ARCS events, Celebrating Excellence and other events as appropriate.
• Initiates, receives, reviews and processes financial documents such as travel authorizations and claims, reimbursements, purchases, payments, expense and funds transfer, using the various University financial systems (Workday, Concur, etc.) and the Purchasing Card (PCard) in accordance with established procurement and financial policies. 
• Acts as primary contact for all student account inquiries and student award posting questions for the Graduate College, ensuring a 24-48 hour turn around. Responsible for case management in Salesforce related to student financial awards.
• Acts as liaison with the community, faculty, staff and students in facilitating university and Graduate College funding programs. Provides support and problem-solving assistance to staff and students by interpreting and implementing administrative guidelines, procedures, policies and practices.
• Provides training to department staff, faculty, and students regarding funding initiatives and processes.
• Creates process manuals and informational documents for Graduate College and department use.
• Reviews and updates webpages to ensure accuracy as related to position.
• Working closely with team and leadership, reviews performance indicators and assists with accountability reports for program.
• Assists in the development of measurements and metrics for data analysis to be used for business decision-making, planning, and process improvement.
• Assists in implementing innovative solutions to improve the accuracy and efficiency of funding processes.  
• Prepares ad hoc and recurring administrative financial reports/queries containing sensitive information; analyzes, summarizes and interprets information on a demand basis and recommends action to be taken.
• Researches and analyzes applicable data, literature, and best practices of peer institutions.
• Cross trains with other members of the Graduate College team for potential coverage.
• Performs other duties as assigned.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND three (3) years of related experience; OR, Seven (7) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Previous experience with or knowledge of fellowships/scholarships or graduate student funding a plus
• Experience creating and maintaining databases and spreadsheets (Excel preferred)
• Experience providing financial or operational support in a higher education environment a plus
• Familiarity with project or process management practices
• Experience in successfully coordinating self-directed activities and establishing priorities
• Experience in using attention to detail
• Ability to prioritize to meet competing deadlines  
• Ability to use critical thinking/independent judgment in complex situations
• Ability to establish and maintain effective relationships
• Ability to work with diverse populations and cultures
• Evidence of effective communication skills, both verbal and written 
• Ability to work both independently, and as a part of a team to achieve common goals 
• Experience using PeopleSoft or similar student information system a plus
• Experience using Salesforce or similar case management system a plus
• Experience handling confidential information with discretion; familiarity with FERPA guidelines a plus

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Required to walk or travel moderate distances to perform work.
• [Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• May be required to perform tasks in the field within and/or across University campuses.
• Ability to clearly communicate to perform essential functions. 

Department Statement

The ASU Graduate College works collaboratively across all colleges to promote and support the integrity, quality, and vitality of ASU graduate programs including master’s degrees, professional degrees, and doctoral degrees. Our goal is to ensure university-wide standards of academic excellence, access, and equity in graduate programs and to enhance the impact of ASU’s graduate students and graduate education within the state, national, and global arenas. Central to this vision is the enhancement of the diversity of ASU’s graduate population as well as the development of innovative transdisciplinary graduate programs across the university.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00 p.m. Arizona time on the date indicated.

Only electronic applications are accepted. Attach Word or PDF documents, which include:
1. Cover letter
2. Resume
3. Three professional references (if not already supplied during the application process)

Please include all employment information in month/year format (ex: 6/88 to 8/94), and include job title, job duties, and name of employer for EACH position listed. Not providing this information could result in your application not being considered.

Cover letter and resume should clearly illustrate how prior knowledge and experience meet the minimum and desired qualifications stated in this requisition.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education (or 24 credit hours) is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.