Description

The Development Specialist and Scholarship Coordinator supports donor relations, scholarship administration, and grant management activities within the Division of Institutional Advancement. This position plays a key role in coordinating scholarship programs, maintaining donor and grant records, supporting compliance and reporting requirements, and fostering strong relationships with donors, funding agencies, and campus partners.

Essential Duties, Responsibilities & Key Performance Indicators (KPIs)

Scholarship & Donor Coordination Responsibilities

• Maintain accurate scholarship records and ensure compliance with donor agreements, gift restrictions, and institutional policies.
• Generate and maintain reports related to scholarship awards, fund balances, donor intent, and student impact.
• Coordinate scholarship award ceremonies, donor recognition activities, and student acknowledgment efforts.
• Maintain complete and up-to-date records of scholarship funds, donor interactions, correspondence, and program activities.
• Collaborate with Financial Aid, Business Affairs, Student Success, and other internal departments to support scholarship recipients and ensure proper award disbursement.

Key Performance Indicators

• 100% of scholarship awards aligned with documented donor intent and institutional policy
• Scholarship records maintained with zero unresolved discrepancies
• Scholarship reports completed accurately and submitted by internal deadlines 95% of the time or greater
• Positive feedback from internal partners regarding coordination and responsiveness

Grant Management & Reporting Responsibilities

• Support grant management activities, including tracking grant awards, monitoring spending and compliance requirements, and maintaining grant documentation.
• Assist with the preparation of grant reports, data collection, and required deliverables for internal leadership and external funding agencies.
• Maintain organized grant files and records to support audits, reviews, and institutional reporting.
• Coordinate with principal investigators, program staff, and Institutional Advancement leadership to ensure timely submission of grant-related information.

Key Performance Indicators

• Grant documentation maintained in audit-ready condition at all times
• 100% of grant reporting deadlines met or exceeded
• Accurate tracking of grant activity with minimal corrections required
• Reduction in follow-up requests or reporting errors year over year

Administrative & Operational Support Responsibilities

• Prepare reports, correspondence, and summaries for leadership and key stakeholders related to scholarships, donor funds, and grants.
• Ensure compliance with institutional, state, and federal regulations related to scholarships and grant-funded programs.
• Support divisional initiatives, donor engagement activities, and special projects within Institutional Advancement as assigned.

Key Performance Indicators

• Reports and materials delivered on time and meeting quality standards
• Compliance requirements met with no adverse findings
• Demonstrated ability to manage multiple priorities with consistent accuracy

Additional Responsibilities

• Perform other duties as assigned to support the goals and operational needs of the Division of Institutional Advancement.

Key Performance Indicator

• Demonstrates flexibility, professionalism, and accountability in supporting evolving divisional needs

Minimum Qualifications

• Bachelor’s degree required.
• Minimum of two (2) years of experience related to scholarships, grants, development, or higher education administration.
• Ability to work effectively under direct supervision as well as independently.
• Strong organizational, written, and verbal communication skills.
• Demonstrated attention to detail and ability to manage multiple priorities and deadlines.

Background Investigation Statement

Before hiring, the final candidate(s) must pass a pre-employment background investigation, including information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation does not automatically disqualify a candidate from consideration for this position. A candidate with a previous conviction or negative behavioral red flags will receive an individualized review before a hiring decision is made.

Application

Review of applications will begin immediately and remain open until the position is filled. Stillman College is an equal opportunity employer and will not discriminate unlawfully in employment matters based on race, religion, gender, color, ancestry, national origin, age, disability, or any other category protected by law. This position description reflects the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Stillman College reserves the right to modify this description at any time.