Scholarship Administrative Specialist (Administrative
Analyst/Specialist - Exempt I), Advancement Services
California State University, San Bernardino
Unit 9 - CSUEU - Technical Support Services,
Administrative, Probationary, Full Time
California State University, San Bernardino is a preeminent center
of intellectual and cultural activity in Inland Southern
California. Opened in 1965 and set at the foothills of the
beautiful San Bernardino Mountains, the university serves more than
20,000 students each year and graduates about 4,000 students
annually. CSUSB reflects the dynamic diversity of the region and
has the most diverse student population of any university in the
Inland Empire. Seventy percent of those who graduate are the first
in their families to do so.
At CSUSB, you can:
- Build your future
- Work with the best
- Be your authentic self
- Focus on you
- Make a lasting impact
- Work for a purpose that is greater than your own
- Bring everything you are, become everything you want
The Advancement Operations department provides the backbone of
University Advancement's operation. In addition to the overall
finance, administration, and operations function, the Advancement
Operations team also oversees donor stewardship; database
management; reporting; gift and biographical records management;
prospect research; and gift processing and accounting in accordance
with the Internal Revenue Service (IRS) and the Council for the
Advancement and Support of Education (CASE).
The Scholarship Administrative Specialist will work under the
supervision of the Associate Vice President of Advancement
Operations to lead the university's portfolio of donor scholarship
funds. The Scholarship Administrative Specialist will work as part
of the Advancement Services Operations team to build relationships
with donors, recipients and educational institutions.
Responsibilities include, but are not limited to:
- Collaborate with Financial Aid to ensure the awarding of
scholarships as per donor agreements and criteria are awarded in a
timely manner to meet the institution's goals of recruitment and
- Lead the day to day operations of scholarships fiscals and work
closely with the division's senior budget analyst and the associate
vice president of advancement operations to implement the annual
distribution of scholarship endowment and current use funds.
- Track data and financials for donor endowment and current use
scholarship funds; prepare fiscal reports as requested; review
reports for accuracy; investigate discrepancies between Advancement
records, Finance records and Donor records if needed.
- Lead, in partnership with Financial Aid the data management of
the scholarship software system. Input and maintain donor and
scholarship fund information in University's scholarship software
to ensure integrity of scholarship and donor data; work closely
with Financial Aid on the entry of scholarship data points to
ensure data fields are mapped to appropriate PeopleSoft and coded
- Analyze scholarship beneficiary data for accuracy and content
and coordinate scholarship donor data for upload into donor
database. Work closely with Advancement Services staff in ensuring
donor database is updated with proper scholarship stewardee and
- Develop, analyze and disseminate aggregate financial
scholarship data to enhance donor communications as well as collect
data on an individual fund level to properly steward donors for
impact and endowment reports and student donor appreciation
- Analyze and collect scholarship financials and student support
data for management to disseminate to university leadership;
including outstanding and awarded scholarships.
- Oversee the collection of the student thank you letter process
and recommend processes and procedures to enhance efficiencies in
the process, implement automation for collection of letters and
work collaboratively with Donor Relations on the stewardship of
letters with donors.
- Leads and develops processes on documentation for establishing,
executing and awarding scholarships.
- Automates and streamlines the scholarship tracking system;
populate, track, and maintain scholarship database and
manages/updates the scholarship management software/system for the
Division. Partners with fundraisers to ensure gift agreements are
developed, routed and executed properly and in a timely
- Reconciles annual and endowed scholarship fund balances with
- Establishes and implements short-term and long-term scholarship
goals and objectives, and establish record keeping to demonstrate
the impact of the university's donor scholarship program.
- Works collaboratively with division departments on initiatives
to ensure that scholarship events for donors and prospects -
including annual scholarship stewardship events and donor
appreciation events are planned and executed efficiently.
Conceptualize and execute annual Paws for Gratitude event in
coordination with Donor Relations, Office of Philanthropic Giving
staff. Collaborate with campus partners such as Financial Aid,
Alumni Relations to ensure a successful event.
- Provides excellent customer service addressing donor and
potential donor concerns related to existing scholarships and/or
guidelines and procedures for establishing new scholarship
- Serve as primary decision maker and subject matter expert on
donor scholarships when questions arise regarding candidate
eligibility, criteria and fund availability.
- Other duties as assigned.
: Full time, Exempt, Probationary
with the possibility of converting to permanent.
Application Review Deadline
: This position will
remain open until filled. Applicants will be reviewed beginning
June 22, 2022.
Monday through Friday from 8:00 am to 5:00 pm, weekends and
evenings may be required.
Education and Experience
- Comprehensive and detailed knowledge of university
infrastructure, policies, and procedures or in an organization with
similar complexity is required.
- The ability to interpret and apply policies and procedures
independently and to use judgment and discretion is required.
- Strong competency in fiscal management and the ability to use
campus Enterprise Systems to obtain the necessary information is
- A thorough mastery of English grammar, punctuation, and
spelling is required along with the ability to effectively write
and present reports, minutes, and other documents in a professional
manner is required.
- Expertise in using office software, technology and systems
including but limited to Microsoft Word, Excel, Outlook, PeopleSoft
and other standardized office equipment is required.
- The ability to multitask and oversee multiple initiatives
simultaneously is required.
- The ability to establish and maintain cooperative working
relationships and work effectively both independently and/or as
part of a team is required.
- Skill in planning and performing research and participating in
the development, alternation, implementation, and evaluation of the
organization's programs, policies, and procedures.
- Working knowledge of and ability to apply standard theories,
principles, practices, and techniques applicable to the program
and/or administrative specialty to develop conclusions and make
- Thorough knowledge of policies, procedures, and outside
regulations pertaining to the applicable program and/or
- Working knowledge of operational and fiscal analysis and
- Ability to take initiative and independently plan, organize,
coordinate, and perform work in various situations where numerous
and diverse demands are involved.
- Skill in the research, development and evaluation of policies
and programs, including skill in the collection, evaluation, and
interpretation of data to develop sound conclusions and make
- Expertise in investigating and analyzing problems with a broad
administrative impact and implications. Ability to anticipate
problems and address them proactively.
- Demonstrated ability to effectively interpret, organize, and
present information and ideas in written or presentation form.
- Ability to train others on new skills and procedures and
provide lead work direction.
- Bachelor's degree and/or the equivalent training and
administrative work experience involving study, analysis, and/or
evaluation leading to the development or improvement of
administrative policies, procedures, practices, or programs,
PLUS two years of related experience.
- Higher education experience.
- Minimum of three (3) years work experience providing
progressively responsible administrative, technical and analytical
support in an environment of similar complexity.
Anticipated Hiring Range: $3,917 - $4,583 per month
Classification Salary Range: $3,897 - $7,051 per month
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our
educational mission, California State University, San Bernardino
seeks a campus climate that welcomes, celebrates, and promotes
respect for the entire variety of human experience. In our
commitment to diversity, we welcome people from all backgrounds,
and we seek to include knowledge and values from many cultures in
the curriculum and extra-curricular life of the campus community.
Our commitment to work toward an environment that values diversity
requires that we create, promote, and maintain activities and
programs which further our understanding of individual and group
diversity. We will also develop and communicate policies and
promote values which discourage intolerance and
The concept and dimensions of diversity are to be advanced and
incorporated into every aspect of university activity, including
student life, the curriculum, teaching, programs, staffing,
personnel training practices, research, community services, events,
and all other areas of university endeavor.
Dimensions of diversity shall include, but are not limited to, the
following: race, ethnicity, religious belief, sexual orientation,
sex, gender identity, gender expression, ability, socioeconomic
status, cultural orientation, national origin, and age.
The implementation of the Commitment to Diversity will rest with
the university as a whole. The president, in addition to a personal
commitment and involvement, may use the University Diversity
Committee, campus administrators, faculty, staff, and students as
well as other members of the campus community to implement
effectively the philosophy and intent of this statement.
A background check (including a criminal records check) must be
completed satisfactorily before any candidate can be offered a
position with the CSU. Failure to satisfactorily complete the
background check may affect the application status of applicants or
continued employment of current CSU employees who apply for the
The person holding this position is considered a `mandated
reporter' under the California Child Abuse and Neglect Reporting
Act and is required to comply with the requirements set forth in
CSU Executive Order 1083 as a condition of employment.
California State University, San Bernardino is an Affirmative
Action/Equal Opportunity Employer. We consider qualified applicants
for employment without regard to race, religion, color, national
origin, ancestry, age, sex, gender, gender identity, gender
expression, sexual orientation, genetic information, medical
condition, disability, marital status, or protected veteran
This position may be "Designated" under California State
University's Conflict of Interest Code. This would require the
filing of a Statement of Economic Interest on an annual basis and
the completion of training within 6 months of assuming office and
every 2 years thereafter. Visit the Human Resources Conflict of
Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex
Discrimination, Sexual Harassment, and Sexual Violence, including
Domestic Violence, Dating Violence, and Stalking. This requires
completion of Sexual Violence Prevention Training within 6 months
of assuming employment and on a two-year basis thereafter.
(Executive Order 1096)
To view full description and to apply, visit: https://www.csusb.edu