Scholarship and Fund Coordinator

Type of Appointment: Full Time, Long-Term Temporary
Classification: Administrative Support Coordinator I

About the Department

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. The office of the Vice President of University Advancement oversees the offices of development, alumni and external relations, advancement services, annual giving and government and external affairs. The division manages and operates the Cal Poly Pomona Philanthropic Foundations which serves as the official entity to receive and manage all contributions to the University.

Under the telework policy, physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your manager.

Responsibilities

• Scholarship Records and Fund Documentation Coordination
  • Coordinate training logistics, materials, schedules, and attendance records for scholarship reviewers and committees.
  • Serve as administrative and coordination support for the campus-wide Scholarship Coordinator Workgroup.
  • Support the annual President's Scholars selection process in partnership with the Director of Scholarships & Fund Management, including administrative support such as tracking applications, preparing materials, scheduling meetings, and recording outcomes.
  • Coordinate communications with President's Scholars candidates to ensure a positive and professional candidate experience.
• Scholarship Operations and Selection Process Support
  • Support the training of scholarship reviewers and scholarship committees across University Advancement and the colleges.
  • Support the President’s Scholars selection process by coordinating application materials, tracking reviewer input, scheduling meetings, recording outcomes, and routing questions or exceptions to the appropriate decision-maker.
• Gift Agreement Administrative Coordination
  • Coordinate administrative processing of scholarship gift agreements, including tracking status, routing documents, maintaining records, and responding to routine status inquiries.
  • Provide routine information regarding scholarship processes and direct donor inquiries concerning the establishment of new scholarship funds to appropriate University Advancement or management staff.
  • Support University Advancement's gift agreement process through administrative coordination as needed.
• Financial Records and Routine Reporting Support
  • Maintain databases and systematically track philanthropic fund expenditures.
  • Assist in preparing annual endowment financial statements.
  • Gather records and provide administrative support for audit requests under direction of appropriate staff.
  • Maintain records and track activity to support compliance review; identify and escalate questions or discrepancies.
• Other duties as assigned.

Qualifications

• High School Diploma/GED or its equivalent.
• Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation, and spelling; thorough knowledge of office systems and ability to use a broad range of technology, systems, and software packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculating ratios and percentages, tracking financial data, and making simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Preferred Qualifications

• Two or more years of experience providing administrative or operational support in scholarship administration, financial aid, donor relations, advancement services, fund management, higher education administration, or a related field.
• Experience supporting donor-funded scholarship processes, including maintaining records, tracking deadlines, routing documentation, and coordinating follow-up with campus partners.
• Working knowledge of scholarship administration processes and scholarship management systems, preferably the Bronco Scholarship Portal, Blackbaud Award Management, or a similar platform.
• Experience maintaining databases, tracking information, and generating routine reports using Microsoft Excel or other data management tools.
• Ability to compile information, track data, identify discrepancies, and prepare routine summaries.
• Experience coordinating processes involving multiple stakeholders while managing competing priorities and meeting deadlines.
• Experience planning and coordinating meetings, committees, training sessions, reviewer materials, or program operations.
• Ability to communicate professionally with donors, students, faculty, staff, administrators, and campus partners.
• Familiarity with fundraising, donor stewardship, University Advancement operations, foundation procedures, or nonprofit fund administration is preferred.
• Experience supporting audit, compliance, financial reporting, or documentation review processes is preferred.
• Strong organizational skills, attention to detail, and accuracy.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work both independently and collaboratively.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint; experience with enterprise systems such as PeopleSoft, Oracle, Blackbaud, or similar higher education and advancement technologies is preferred.

Pay

Anticipated hiring range: $4,047–$5,896 per month.

Schedule

Monday – Friday, 8:00 AM – 5:00 PM.