The Scholarship Administration and Compliance Coordinator (“Coordinator”) at the University of Hawai‘i Foundation (“UHF”) provides administrative support for the Scholarship Administration and Compliance department. The Coordinator assists with student aid program administration, reporting and stewardship efforts to provide professional, consistent, and proactive communication to donors, account administrators, University of Hawai‘i (“UH”) administration, faculty, and staff, as well as internal UHF staff.

REPORTS TO

Director of Scholarship Administration and Compliance

RESPONSIBILITIES

• Represent UHF in a positive manner internally, to UH, and to the community.
• Assist with the coordination of all stewardship activities, communications, and reporting concerning student aid accounts, track communications in UHF’s CRM system.
• Send recipient notification letters to donors.
• Conduct direct outreach to student scholarship recipients to solicit thank you emails, notes, letters or recipient profiles that can be shared with donors; coordinate with development officers and UH units to follow-up on and encourage submissions.
• Collect, track and catalogue thank you emails, notes and letters submitted by student scholarship recipients.
• Create student recipient profiles based on information submitted by student recipients.
• Coordinate the distribution of student thank you letters, emails, notes, and profiles to donors.
• Work collaboratively with donor relations to create and distribute impact reports for general student aid funds, including Equity & Access and Student Success funds, to donors.
• Work closely with UHF’s development, donor relations, and special events team members to support scholarship receptions and related activities.
• Assist in the analyzing, benchmarking, and reporting on student aid funds contributed and paid by UHF, including the creation of annual reports for funding from perpetual trusts and grants.
• Assist in working with the UHF’s advancement services, development, and donor relations leadership and team members to periodically evaluate and refresh reporting to meet the needs of donors and UH administration, faculty, and staff.
• Assist in responding to donor, internal, and UH inquiries relating to student aid fund balances and recipient allocations.
• Assist in the coordination of annual scholarship renewals, working closely with UHF development staff.
• Act as a backup for the Administrative Coordinator/Receptionist as necessary.
• Perform other related work duties as required.

EVALUATION

The Coordinator will meet annually with his/her supervisor to put in place a plan for the year. At the end of each year, the Coordinator and his/her supervisor will review progress toward the annual goals.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Bachelor’s degree preferred.
• Minimum of 1 year of progressively responsible experience in an administrative assistant or clerical capacity in a corporate, educational or non-profit organization.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, mail merge functions, and database and records management.
• Strong communication skills, verbal and written.
• Must be highly-organized and detail-oriented.
• Must be multi-task oriented and able to work under deadline pressures.
• Must handle confidential information discreetly.
• Ability to work effectively in a large, complex, and dynamic organization balancing competing priorities.
• Ability to work with diverse constituency and partners within UH to gather and synthesize information about the UH’s student aid needs and effectively share this information, verbal and written, donors.
• Professional, self-starter, reliable and team player.
• Sensitivity to confidential information.

WORKING CONDITIONS

The Coordinator will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, scanning documents, or performing desk work. Based at the Central Office the position may require travel, mostly by auto. Employee must have a valid driver’s license and an acceptable driving record or must have an acceptable mode of transportation.