Position Title:
Program Technician 1: Scholarship & Donor Stewardship Coordinator

College of Business, Oregon State University

Position Contact Name:
Veronica Royce

Position Contact Email:
[email protected]

Job Post Website Address:

Salary Range:
$21.58 - $32.94

Deadline or Close Date:

Job Location - City, State:
Corvallis, OR

Position Description:
This recruitment will be used to fill one full-time Program Technician 1 (Scholarship and Donor Stewardship Coordinator) position for the College of Business at Oregon State University (OSU). This position will be an important part of the College of Business’ (COB) Advancement Team and will be responsible for developing, managing and administering a scholarship process in its entirety within the COB. The position is responsible for managing the college’s portfolio of scholarships in the University’s scholarship management system (Scholarship Universe) and communicating directly with students and stakeholders on scholarship-related inquiries.

The position supports the objective of the advancement team to effectively steward scholarship donors and the more than 100 scholarship funds within the College. This position will serve as the college’s lead expert on the University’s scholarship management system and will provide training and technical support for COB faculty and staff working within the system. The position will be responsible for managing data from various sources to ensure scholarship budgets are accurate and being used in accordance to fund criteria. This position must be strategic in continuously improving the process to most effectively recruit and retain COB students. Additionally, this position will play a key role in the college’s donor stewardship efforts, including the implementation of the College’s gift acknowledgements sent out from the Dean’s office.

Successful development and management of COB scholarships and stewardship requires engagement and collaboration with the University Scholarship Office, Office of Financial Aid, Center for Advancing Financial Education (CAFÉ), OSU Foundation, COB leadership and other key campus partners. The position reports to the Assistant Director of Advancement, Donor Relations with a dotted line report to the Associate Dean for Undergraduate Student Development and the Associate Dean for Graduate Programs to ensure scholarship administration aligns with the recruitment and retention goals of the College of Business.

The College of Business is committed to maintaining and enhancing its diverse, collaborative and inclusive community that strives for equity and equality of opportunity. All faculty members are responsible for helping to ensure that these goals are achieved.

40% – Scholarship Award Administration

  • Work in coordination with the Associate Dean of Undergraduate Student Development, the Associate Dean for Graduate Programs, COB school heads and/or program directors, and the Assistant Director of Advancement, Donor Relations to implement and provide input to the scholarship administration strategy that aligns with recruitment and retention goals at both the undergraduate and graduate level.
  • Administer the COB scholarship program by running reports, calculating cash flows and projections, conducting financial analysis and comparisons, handling sensitive information, and implementing funding decisions based on the strategic directions and recruitment and retention initiatives of the College of Business.
  • With the Associate Dean of Undergraduate Student Development, administer the review and selection processes associated with scholarships for all undergraduate scholarship funds in the COB.
  • Coordinate with graduate programs to ensure scholarship and fellowship funds are being awarded according to gift agreement criteria.• Review and resolve scholarship award disbursement holds and errors.
  • Respond to scholarship-related inquiries in person, by phone, and by email received from students, parents, and all other internal and external stakeholders.

40% – Data Tracking, Analysis and Management of the Scholarship Management System

  • Supervise the management of data related to scholarships in the scholarship management system.
  • Track scholarship budgets and provide timely updates on scholarship funds available for awarding to COB programs, school heads and/or Associate Deans.
  • Responsible for all scholarship expenditures on behalf of the College of Business.
  • Work collaboratively within COB and with campus partners to lead the awarding of programmatic, college, and school-based scholarships through the scholarship management systems (Scholarship Universe, GRRS, or other systems).
  • Access confidential student information and scholarship finances and adhere to applicable privacy regulations.
  • Monitors and addresses discrepancies in fund balances.
  • Provides oversight of fiscal functions for all college scholarships, including accounts payable/receivable and asset planning/tracking.
  • Uses data to make decisions on scholarship award process, including running reports to assess cash flow and projections.
  • Collaborate with the University Scholarship Office to enhance and provide updates to the scholarship management system.
  • Provide training and technical support for COB faculty and staff working with the scholarship management system and scholarship-related reports.
  • Create and produce reports to track the utilization of scholarship funding by college and schools/programs.
  • Identify and address issues pertaining to scholarship fund utilization as they arise.
  • Manages the reconciliation process for renewal commitment funding and recruitment offers.

10% – Scholarship and Donor Stewardship

  • Manage the process for requesting and collecting student thank you letters.• Access confidential donor and financial information and adhere to applicable privacy regulations
  • In coordination with the Assistant Director of Advancement, develop strategies for stewarding scholarship donors.
  • Administer the process for sending student thank you letters and related stewardship documents to scholarship donors via printed or electronic mail.
  • Gather and track scholarship-related data for use in external-facing marketing pieces.
  • Assist in staffing stewardship events as needed.
  • In coordination with the Dean’s Office, manage the process for sending timely recognition of all gifts to COB funds from donors.
  • Develop other stewardship materials utilizing various means (print, electronic, video) in coordination with the Assistant Director of Advancement.

5% – Communication Management

  • Develop and implement a communications plan related to COB scholarship promotion and awarding in print and electronic formats.
  • Provide necessary information to stakeholders that support scholarship philanthropy and stewardship.

5% – Professional Development, Service and Other Duties as Assigned

  • Participate in professional development activities to stay informed of current trends and best practices in scholarship administration and stewardship efforts.
  • Participate as appropriate in college or university-related committees or other campus service activities.
  • Other duties as assigned.

Minimum Qualifications: Three years of experience administering or coordinating parts or subsets of a project or program. A Bachelor’s degree in Business Administration, Management, Public Administration, or field directly related to the position will substitute for two years of the required experience. Preference in hiring may be given in a special area specific to the position opening.

Additional Required Qualifications:

  • Experience working effectively with stakeholders from diverse backgrounds while promoting and enhancing diversity in the workplace.
  • Experience in data-driven decision-making.
  • Proficiency in email, documents, spreadsheet, and presentation software such as Microsoft Office or Google Apps.
  • Demonstrated professional experience with accounting principles or fund management.
  • Experience communicating to donors, alumni or corporate/industry partners.
  • Excellent written communication skills.
  • High level attention to detail.
  • A demonstrable commitment to promoting and enhancing diversity
  • This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions.

Preferred (Special) Qualifications:

  • Associates or Bachelor’s degree in student services administration, accounting, data analytics, business or related field.
  • 3 years of fiscal management and supervision in an office environment.
  • Experience using data visualization to communicate status and outcomes.
  • Experience administering programs in a higher education environment, including experience providing academic advising and/or work with undergraduate students.
  • Experience with the administration of academic scholarships.
  • Experience communicating with donors or other external stakeholders.
  • An understanding of how philanthropy works in higher education and the ability to communicate the need and impact of scholarships and other philanthropic-supported funds within higher education.
  • Experience using student records databases, particularly Banner, CORE, and high level Excel skills.
  • Familiarity with data management and tracking, business information systems.