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Scholarship Assistant I

Apply now Posting #: 3025
Position Status: Full-time regular
Location: San Diego
Position Type: Office of Financial Aid, Staff

Position Title & Department:

 Scholarship Assistant I; Financial Aid Operations
Posting #


Department Description:

The Financial Aid Operations department makes a difference in the lives of our students, families, and the USD community through compassionate service, advocacy, and empowerment. We support students and their families and are available to answer Financial Aid, Student Accounts and Registration questions. 

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

To manage and assist in the management and administration of over $40 million dollars in scholarships from private donors, federal and state governments, and University of San Diego scholarship funds.

Responsible for management and processing of USD Undergraduate Merit Scholarships and Catholic Education Scholarships, Outside Scholarships, Tuition Remission, and Work Service Awards (USWA). Also awards non-FAFSA filers.

Responsible for the management of the Scholarship Questionnaire. Is responsible for maintaining and updating the USD Office of Financial Aid’s Scholarship website, Scholarship Board, and Scholarship Guides.

Researches outside scholarships and scholarship resource information to keep current.  Maintains spreadsheets which are used for statistical information as well as information that helps award scholarships to USD students.

Coordinates the maintenance of federally mandated audit trail documents for all scholarships awarded or rescinded.  Conducts Form Review and general duties under University of San Diego policies and procedures. Prepare and present scholarship workshops and attend conferences as needed.

Works closely with offices and departments on campus providing information they require concerning which students have the “ability to benefit” from need based scholarships. Assists with other projects and responsibilities as needed.

Duties & Responsibilities:

Processes Outside Scholarship checks and award notifications:

  • Reviews all incoming scholarship checks.
  • Performs or supervises the recording, scanning, and indexing of all documents received into the Xtender imaging system.
  • Coordinates student contact for checks that must be endorsed.
  • Identifies and refers scholarships that require Counselor-level intervention.
  • Processes scholarship checks for deposit.
  • Reviews award notifications to ensure adherence to donor guidelines and compliance with University policy and applicable regulations.
  • Analyzes daily reports to determine if a change in a student’s enrollment status impacts their eligibility for scholarship. Takes appropriate action steps if the student’s eligibility is compromised.
  • Prepares and processes outside scholarship Return of Funds documents for students who withdraw (W) or take a leave of absence (LOA/MLOA) or in the case of an overpayment.
  • Compiles and maintains data for statistical purposes.
  • Maintains audit trail documents for all scholarships awarded and rescinded as required by US Dept. of Education.
  • Records all actions, including communications with students, parents, donors, and departments, in the Banner financial aid system. 
  • Manages high volume during peak periods by prioritizing, organizing, and managing time effectively. 
  • Prepares Departmental Awards (Includes private/outside scholarships, institutional scholarships/awards, Tuition Remission, RA, USWA, etc…).
  • Performs Banner financial aid system data entry and award set-up for all awards including, but not limited to:
    • Computation of Student budgets -Establishing Award screens for non-FAFSA filers -Establishing automatic student email notification process -Confirmation and recording of enrollment and housing status, class level and scholarship renewal criteria. 
  • Administers USD undergraduate merit and CES Scholarships for renewal.
  • Coordinates review of undergraduate merit & CES scholarships for renewal.
  • Analyzes reports to verify eligibility of scholars for renewal of undergrad merit & CES scholarships.
  • Codes and notifies students if they are in jeopardy of losing their merit and/or CES scholarship(s) due to low cumulative GPA (DQ status).
  • Codes and notifies students when they have are no longer eligible for merit and/or CES scholarship (NE status).
  • Awards all continuing undergraduate merit and CES scholarships to non-FAFSA filers.
  • Awards all incoming undergraduate merit and CES scholarships to non-FAFSA filers. 

Maintains current scholarship information for students:

  • Utilizes a variety of online search engines and websites to researches scholarship opportunities and resources.
  • Updates USD Scholarship Collection, bibliographies, and scholarship guides annually.
  • Supervises the posting of scholarship announcements on the public scholarship board.
  • Updates the webmaster of new scholarship postings for the Office of Financial Aid’s web site. 

Monitors and processes incoming Scholarship Questionnaires:

  • Reviews all incoming Scholarship Questionnaires in Salesforce (CRM).
  • Performs or supervises the recording of all questionnaires in Banner.
  • Set up reports for awarding endowed and annual funds.
  • Assists in the annual review and revision of the Questionnaire. 

Checks applications for completeness, resolving inconsistencies and data match discrepancies as a member of the Form Review team:

  • Uses knowledge of guidelines and professional judgement to determine the need for additional follow-up information forms and requests to student/parent and update the Banner screen accordingly in Form Review. 
  • Processes Change of Plan (COP), Leave of Absence (LOA), and Withdrawn (WD) students.
  • Assists in updating Scholarship Department Policies and Procedures. 
Job Requirements:

Minimum Qualifications: 

  • High school diploma or GED equivalent required.
  • A minimum of one year of experience in an office position that required critical thinking, mathematical and analytical skills.
  • A minimum of 3 years of experience in an administrative role.

Preferred Qualifications:  Successful candidate will have substantial experience in a financial aid office position, including demonstrated experience exercising judgment on both routine financial aid processes and issues requiring advisor resolution.

Performance Expectations - Knowledge Skills and Abilities: 

• Knowledge and understanding of federal Financial Aid regulations
• Knowledge and understanding of Cost of Attendance, Federal Need, Unmet Need, Over-award and other financial aid terminology.
• Excellent computer skills including Excel and Word
• Prefer Banner experience
• Excellent mathematical, analytical, critical thinking, decision making skills
• Demonstrated capacity to maintain confidential information and handle sensitive data with discretion and tact.
• Highly organized and detail oriented.
• Excellent oral and written communication skills.
• Ability to work independently in a fast paced environment
• Ability to also work cooperatively in a team environment.
• Capacity to exercise judgment to handle routine financial aid processes and possessing the skills to identify issues requiring elevation.
• Ability to analyze reports to verify which students have met the scholarship renewal criteria.
• Ability to handle multiple tasks, deadlines and time constraints in a calm and effective manner.
• Effective and proven ability to build strong working relationships across campus.

Tools & Equipment Used:

Computer/PC, printers, label makers, adding machine, telephone, fax machine, copiers, and other office equipment.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5

Closing date: Open until filled 

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.