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Job description
Department: Location: Belknap Campus Time Type: Full time Worker Type: Regular Job Req ID: R
Minimum Requirements
Bachelor's degree in a related field and six (6) years of relevant experience or an equivalent combination of education and experience. Grade 7 (Salaried)
Position Description
The Associate Director serves as the operational and compliance lead for the Office of Scholarships, ensuring that all scholarship processes align with institutional policies, donor intent, and applicable regulations. This position oversees the development, implementation, and documentation of standardized procedures that support accurate, transparent, and efficient scholarship administration across all colleges and departments. The Associate Director monitors operational workflow to identify process gaps or compliance risks and develops corrective strategies or procedural improvements to maintain consistency and integrity in scholarship management. The role is responsible for drafting and distributing procedural guidance, compliance updates, and other critical communications to university stakeholders involved in scholarship administration. Staying current with university policy, system capabilities, and national best practices, the Associate Director proactively addresses operational challenges and ensures that all scholarship activities adhere to established standards. This position will create and maintain detailed records of all processes, policies, and procedural guidance to support accountability, audit readiness, and effective training for Office of Scholarships staff and campus partners.
Essential Duties and Responsibilities
Effectively and completely utilize the Scholarship Management software and be able to support onboarding, training, and troubleshooting for campus units.
Provides oversight and support for soliciting scholarship data, coordinating applications, process oversight, award notifications, disbursement, student supports, compliance, donor relations, and award bookkeeping within the Scholarship Management Software.
Coordinate with college/school/departmental scholarship administrators to promote effective and strategic use of scholarship funds
Counsel students, parents and other pertinent parties regarding application and eligibility requirements for federal, state, private and institutional aid
Coordinate the intake, routing, and processing of required forms and documentation
Manage inquiries (in person, on the phone and via email)
Generate communications and process transactions for program and business management and maintain associated records
Utilize query and reporting mechanisms to monitor system activity, supporting effective and complete awarding of scholarship funds
Monitoring the awarding of aid in accordance with federal, state, private and/or institutional guidelines, policies, and procedures
Work with various staff members, departments, and agencies to certify eligibility of scholarship recipients and support workflow from application to award.
Assist in planning events including, but not limited to, lunch and learns, scholarship recipient ceremonies, in-service training, and retreats.
Supervise (2) Scholarship Coordinators.
Other duties as assigned.
Preferred Qualifications
Master’s degree
Effective oral, written, and interpersonal communication skills
Proficient with Microsoft Word, Excel, e-mail, and web-based computer applications
Familiarity with scholarship management systems
Four years of supervisory experience
Familiarity with tools like Canva, Adobe Creative Suite, and website management systems.
Competencies
Analytical – evaluating data and other information with the ability to choose the best solution and make recommendations
Critical Thinking – ability to think through issues and identify appropriate solutions
Detail Oriented – practice of thoroughly and concisely reviewing information to ensure accuracy
Flexible – ability to change directions as needed for the good of the department or organization
Interpersonal – can build effective working relationships with employees, colleagues, donors, and other campus stakeholders through trust, communication, and credibility
Organized – manages time effectively, keeps tasks appropriately prioritized
Proactive – anticipates and plans for problems before they arise
Project Management – able to multi-task, prioritize projects, remain organized, and take initiative
Service Excellence – responsive, informs staff of process, pleasant to work with, educates and provides timely, accurate information
Speaking – ability to convey ideas and facts orally using language the audience will best understand
Teamwork – ability to work closely with others, serve others, help others, lead others, mentor others, take directions from others in the interest of moving process and programs forward to the desired outcome
Work Ethic – motivated, diligent, industrious and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency
The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion. Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.
Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292. If you require assistance or accommodation with our online application process, please contact us by email at or by phone .
The University of Louisville is committed to being a great place to work, learn and invest. It is a place where you will thrive in a community of inclusivity, cultivate your innovative power and work where you’ll discover your purpose.
Join the Cardinal Family today. Learn more about the University at our About Us page.
Compensation will be commensurate to candidate experience.
Priority given to applicants who apply by September 18th.
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Worksite address
louisville, TN, 37777, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.