Coordinator, Scholarships & Special Funds

Position Summary

Working under the immediate supervision of the Executive Director of the Foundation, the Scholarship & Special Funds Coordinator oversees the Foundation's scholarship administration program and serves as the primary liaison between the Foundation, College departments, and scholarship donors. This position oversees the scholarship management system, coordinates scholarship administration and stewardship activities, cultivates meaningful donor relationships, and collaborates with campus partners to ensure scholarships are awarded efficiently, donor intent is fulfilled, and students receive the financial support necessary to achieve their educational goals. The individual works independently on multiple projects while managing competing priorities to support scholarship administration, donor engagement, and student success.

Primary Duties Performed

• Manages the Foundation's scholarship initiatives, including the solicitation and stewardship of scholarship opportunities, eligibility criteria, application cycles, and award processes.
• Coordinates the annual scholarship calendar, including application, selection, awarding, and reporting timelines.
• Collaborates with Financial Aid, Student Accounts, academic departments, and campus partners to facilitate the accurate administration, distribution, tracking, and reconciliation of scholarship awards.
• Ensures scholarship awards are administered in accordance with donor intent, Foundation policies, and institutional procedures.
• Prepares scholarship reports, utilization summaries, and data analyses to support operational decision-making and donor reporting.
• Coordinates the collection of student stories, testimonials, and impact data to demonstrate the value of donor-funded scholarships.
• Manages the scholarship acknowledgment process, including student thank-you letters and stewardship communications.
• Leads planning efforts for scholarship recognition events, donor appreciation activities, and opportunities for meaningful engagement between scholarship recipients and donors.
• Manages an assigned portfolio of scholarship donors through proactive stewardship and relationship management.
• Collaborates with the Executive Director on strategies to strengthen scholarship philanthropy and donor engagement.
• Partners with Financial Aid, Student Accounts, Enrollment Services, Student Affairs, and academic departments to ensure the effective administration of scholarship programs.
• Coordinates with campus partners to support emergency student assistance and retention funding initiatives.
• Builds collaborative relationships across the College to identify student needs and philanthropic opportunities that support student success.
• Maintains accurate scholarship, donor, and stewardship records within the Foundation's constituent relationship management (CRM) system and scholarship management software.
• Prepares reports and analyses related to scholarship utilization, donor engagement, and student impact.
• Assists with Foundation fundraising events, donor engagement activities, and special projects as assigned.
• Performs other duties as assigned in support of the Foundation's mission and strategic priorities.

Qualifications/Experience

• Bachelor's Degree from an accredited college or university.
• Three (3) years experience
• Experience working with database management systems and Microsoft Office applications.
• Experience working in higher education or nonprofit fundraising is preferred.
• Experience with scholarship management software (such as AcademicWorks) and donor CRM systems is preferred.

Working Conditions

• Primarily performed in a professional office environment with occasional travel to STLCC campus locations and community events.
• Occasional evening and weekend work in support of Foundation meetings, donor events, scholarship programs, and fundraising activities.

PHYSICAL REQUIREMENTS

• Requires the ability to occasionally lift and carry materials weighing up to 25 pounds; assist with the setup and breakdown of Foundation events; stand, walk, bend, and move between campus locations and event venues; and perform routine office tasks, including prolonged periods of sitting, computer use, and communication with internal and external stakeholders.