Compensation
$36,720.00 Annual
Job Description Summary
The application deadline for this position is 11:59pm EST on June 26, 2025.
The Foundation Scholarship Assistant provides administrative and programmatic support for the Foundation’s Scholarship Program. Under the supervision of the Senior Executive Assistant, this position assists with managing scholarship applications, coordinating disbursements, maintaining accurate records and databases, and supporting donor and student communications. This position also supports event planning, service to students, and other specialized support functions within the Office for Advancement.
Job Description
Responsibilities and Duties Include:
Provides support activities for the department such as answering telephones, assisting in the coordination of special events, and responding to concerns/inquiries regarding scholarship opportunities, the application process, requirements and deadlines.
Assists in planning, organizing, and reviewing Foundation scholarship applications, ensuring applications are complete and meet eligibility requirements.
Responds to student questions throughout the scholarship application process and provides information about eligibility criteria and application requirements.
Supports the coordination and facilitation of scholarship selection committee processes, including organizing materials, documenting decisions, and ensuring compliance with selection guidelines.
Maintains accurate and organized digital and physical records of scholarship applications, recipients, and donor agreements; updates records and files regularly to ensure data integrity.
Prepares special reports, summaries or replies to inquiries by compiling data and statistics from various departmental resources.
Collaborates with Financial Aid and the Office for Finance to facilitate and ensure timely scholarship disbursements.
Monitors the scholarship award spreadsheet to track scholarship award amounts for processing invoices and ensuring compliance with donor criteria; informs supervisor of any discrepancies or issues.
Assists in maintaining and updating the scholarship database and application management software, which includes troubleshooting basic issues and escalating technical problems as needed.
Communicates regularly with donors to provide updates and acknowledge their contributions; assists in maintaining donor communications and stewardship activities.
Summarizes student stories, obtains student information release forms, photos, and messages of gratitude for use in donor relations and scholarship giving pages.
Assists in planning and participates in Foundation scholarship and donor events by coordinating logistics with Advancement staff, preparing materials, managing schedules, and handling related administrative tasks such as ordering and picking up supplies.
Contributes to updating Foundation webpages and provides backup to maintain the Foundation website and social media platforms.
Communicates, collaborates and maintains relationships with internal and external community constituents.
May supervise and train other support staff including student employees and volunteers.
Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
Provides service excellence through courteous, informed, accessible, and professional engagement.
Performs other duties as assigned.
Reports to: Senior Executive Assistant, Office for Advancement
QUALIFICATIONS
Required: An associate’s degree with two (2) years of experience or a combination of completed education and/or experience equal to four (4) years.
Additional Requirements: A criminal background check will be conducted.
Preferred: A bachelor’s degree with prior experience in areas of database management, fundraising, and/or scholarship management.
General Knowledge, Skills, and Abilities
Ability to work successfully in a multi-cultural environment.
Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.
Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
Organization & Time Management – able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.
Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.
Team Orientation & Interpersonal — highly motivated team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
Results Orientation – proven ability to set and exceed established targets.
Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
Detail Oriented - Proven accuracy and attention to detail.
Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.
Application Process: All applicants must submit a completed online SF application, a letter of intent, an up-to-date resume/curriculum vitae, and unofficial academic transcripts (if applicable) to be considered for this position. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made.
If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.
Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. sfcollege.edu/eaeo
Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: equity.officer@sfcollege.edu
Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.
