Student Award Coordinator

The Student Award Coordinator will oversee the college's scholarship program and serve as a key resource and liaison to the University of Arizona Foundation (UAF), the University of Arizona Philanthropy & Alumni Engagement (PAE), and staff within the College of Social and Behavioral Sciences (SBS). This role is responsible for ensuring that the scholarship creation and awarding process is efficient, timely, and compliant with institutional policies. The coordinator will identify areas for improvement and develop strategies to promote alignment and collaboration among the college, departments, PAE, and UAF, while ensuring all processes and procedures adhere to University of Arizona and UAF guidelines.

This position is part of the Philanthropy & Alumni Engagement Program (PAE) and is subject to joint management by the College of Science and the University of Arizona Foundation, as outlined in the Amended and Restated Development Services and Asset Management Agreement dated July 2, 2021.

May be required to travel on an occasional basis. May be required to work evenings or weekends as necessary.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Provide responsive and courteous customer service to donors, faculty, staff, and students in all matters related to scholarships, in coordination with the Academic Affairs & Student Success Team, Development Office, Business Office, and Dean's Office.
• Maintain accurate tracking of scholarship contributions in UA and UAF systems.
• Organize and maintain well-documented records for each scholarship, endowment, planned gift, pledge, and commitment, including supporting materials such as endowment agreements, project forms, checklists, and cover sheets.
• Review and process scholarship transfer requests and submit them to the UAF Scholarship Office as required.
• Support the timely awarding of scholarships to eligible students by monitoring deadlines and facilitating coordination with relevant departments.
• Reconcile award accounts with departments and UAF, and follow up on any discrepancies as needed.
• Support accurate and consistent reporting of scholarship funds available for awarding.
• Prepare and share reports with UAF, departments, and the college development office to assist in managing account balances and reducing unused scholarship funds.
• Monitor all restricted funds intended to be awarded within 12 months to help ensure appropriate fee assessment, when applicable.
• Prepare annual scholarship reports for endowment-funded awards at UA and UAF, as requested.
• Coordinate logistics for the college scholarship selection committees, including preparing and distributing application review packets.
• Participate in campus-wide Scholarship Co-op (SCOOP) meetings to stay informed of shared practices and updates.
• Review existing scholarship specifications to confirm they remain compliant and applicable for awarding. Collaborate with appropriate personnel to update documentation as needed.
• Compile and share reports on scholarship fund usage and awards distributed.
• Use UA and UAF systems to support the day-to-day administration of college scholarships.
• Coordinate with the UAF Scholarship Office to link KFS accounts to new awards and verify the accuracy of award specifications.
• Complete and submit all scholarship gifts using the Gift Transmittal Form.
• Draft and send communications-via email and/or mail-between departments, UA/UAF staff, scholarship applicants, and development personnel regarding scholarship status, award letters, notifications, gift agreements, and stewardship reports.
• Maintain records and support the administration of the Scholarship Universe system for all college scholarships.
• Track, organize, and forward student thank you letters as part of annual donor stewardship packets.

Knowledge, Skills, and Abilities (KSAs):

• Ability to work in a collaborative team environment with shared goals.
• Ability to work efficiently with a wide range of individuals, including donors, PAE colleagues, deans, faculty, and staff.
• Excellent verbal and written communication skills, and strong interpersonal abilities.
• Demonstrated commitment to exceptional customer service, with the ability to apply the PAE guiding principles of donor-centricity and collaboration in daily work.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines with general supervision.
• Ability to assess work priorities and adjust to shifting demands in coordination with supervisors or team leads.
• Effective problem-solving skills and the ability to use sound judgment in routine situations requiring tact and confidentiality.
• Dependable work ethic and initiative within established guidelines and procedures.
• Flexibility and openness to new ideas, with the ability to adapt to a fast-paced, multi-tasking environment with occasional ambiguity.
• Ability to contribute to a cooperative and supportive team atmosphere.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Willingness and ability to learn additional software and systems as required for the role.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

• Experience with Lynx or other constituent relationship management (CRM) systems.
• Experience with PeopleSoft.
• Experience with online financial or donor management platforms or willingness to learn.