Scholarship Coordinator

Scholarship Coordinator

The Scholarship Coordinator supports the administration and operational execution of the University’s institutional scholarship programs. This role is responsible for reviewing applicant records, processing scholarship awards, maintaining data integrity across systems, and supporting initiatives that enhance scholarship effectiveness and student yield.

Working closely with the Director of Scholarships and the Director of Institutional Student Financial Assistance, the Coordinator ensures that scholarship evaluations are conducted accurately and consistently in alignment with institutional policies and applicable regulations. This position plays a critical role in maintaining operational efficiency, budget oversight, and compliance, while supporting the University’s mission to expand access to medical education.

Scholarship Administration

• Review student records to determine scholarship eligibility and process awards within Salesforce and related systems.
• Assist in the administration of institutional scholarship programs, including compiling applicant documentation and preparing materials for review.
• Ensures scholarship awards are processed in accordance with established budgets, policies, and timelines.
• Maintain accurate scholarship records across CRM and document management systems.
• Provides support for Institutional Student Loan (ISL) review processes as needed.

Systems & Data Management

• Input, manage, and audit scholarship‑related data within CRM and student information systems.
• Develop and maintain reports, dashboards, and tracking tools to support operational oversight and decision-making.
• Participate in system testing and collaborate with IT to enhance CRM functionality and reporting capabilities.
• Monitor data integrity and ensure consistency across scholarship platforms.

Communication & Stakeholder Support

• Respond to scholarship‑related inquiries from prospective students, admitted students, and internal stakeholders in a timely and professional manner.
• Manage shared email accounts and appropriately triage incoming communications.
• Ensure scholarship communications are accurate, consistent, and aligned with institutional policies.
• Collaborate with Admissions, Financial Aid, and other institutional partners to support seamless scholarship processing.

Process Improvement & Operational Support

• Assist in the development and maintenance of procedural documentation, job aids, and internal process guides.
• Support internal training efforts related to scholarship systems and workflows.
• Conduct research and assist with scholarship‑related projects and strategic initiatives.
• Provide operational support and serve as a backup to the Director of Scholarships when required.
• Identify opportunities to improve scholarship yield, operational efficiency, and program effectiveness.

• Strong organizational and analytical skills with high attention to detail.
• Excellent written and verbal communication skills.
• Ability to build effective working relationships across departments and levels of the organization.
• Strong customer service orientation with the ability to work in a fast‑paced, deadline‑driven environment.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Familiarity with Banner and CRM databases preferred.
• Ability to interpret and apply institutional policies and procedures accurately.
• Professional demeanor with the ability to represent the office and University effectively.

• Bachelor’s degree required.
• Minimum of 2–3 years of progressively responsible administrative experience, preferably within higher education, financial aid, admissions, or scholarship administration.
• Advanced proficiency in Microsoft Excel required.
• Experience working with CRM systems and student information systems preferred.

• Professional office setting within a collaborative and mission‑driven environment.
• Primarily sedentary role requiring regular computer use.

• Standard work schedule:
  Monday through Friday, 9:00 a.m. – 5:00 p.m. (37.5 hours per week).
• Flexibility required to work evenings and weekends during peak operational periods.
• Ability to…