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Scholarship Administrative Specialist (Administrative Analyst/Specialist - Exempt I), Advancement

California State University, San Bernardino
California, United States
Salary Not specified
Posted Date
Jul 2, 2022

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Position Type
Administrative, Business & Administrative Affairs, Development & Advancement
Employment Level
Employment Type
Full Time
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Scholarship Administrative Specialist (Administrative Analyst/Specialist - Exempt I), Advancement Services
California State University, San Bernardino

Job No: 514830
Work type: Staff
Categories: 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

Department Summary

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).

Job Summary

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 retention.
  • 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 correctly.
  • 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 beneficiary information.
  • 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 correspondence.
  • 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 fashion.
  • Reconciles annual and endowed scholarship fund balances with appropriate departments.
  • 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 funds.
  • 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.

Employment Status: 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.

Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

Key Qualifications
  • 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 strongly desired.
  • 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 recommendations.
  • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
  • Working knowledge of operational and fiscal analysis and techniques.
  • 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 appropriate recommendations.
  • 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.

Education and Experience
  • 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.

Preferred Qualifications
  • 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 discrimination.

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.

Supplemental Information

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 position.

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 status.

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:

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)

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