The Assistant Director of Scholarships & Records shall have the primary responsibility to manage all scholarship funds, state grants, and financial aid records received and maintained by the University. This customer-centric role is responsible for delivering service excellence and support to meet the needs of our university community. The incumbent will assist the Director of Financial Aid in leveraging scholarships, state grants, and accurate record-keeping toward increasing enrollment and improving student retention. This role will also help educate students and families on federal student aid, external scholarship searches, and maintaining accurate records for compliance and reporting.

Essential Functions:

• Manage scholarship renewal process and ensure completion and tracking of scholarship criteria.
• Provide a high level of administrative support for all aspects of the scholarship, state grant, and financial aid records management process.
• Deliver virtual and in-person financial aid literacy workshops in partnership with the Admissions Office.
• Serve as the first line of contact for telephone and electronic communication with students, parents, academic institutions, alumni, partners, and other inquiries regarding scholarships, state grants, and records.
• Assist with updating scholarship calendars, timelines, and recordkeeping schedules with key dates, deadlines; and report dates.
• Support the Assistant Dean of Student Services with accounting, finance processes, record audits, and procedures.
• Identify and implement improvements in job-related processes, including records workflow and compliance tracking.
• Maintain communications with students and partner schools regarding scholarship awards, grant updates, and financial aid record accuracy.
• Collaborate with university staff and other offices in strategic and operational planning aimed at delivering outstanding student services.
• Perform fund reconciliation analysis, record verification, and report for all Scholarship and Grants Programs.
• Conduct semesterly reconciliation of financial aid records to ensure compliance with institutional, state, and federal requirements.
• Review and update student information and records on all required platforms, including, but not limited to OSFA, UNCF portal, Veteran Affairs, and institutional systems.
• Assist in monitoring the student Satisfactory Academic Progress (SAP).
• Review and update policies and procedures to align with school mission, records retention standards, and federal/state regulations.
• Perform other duties as assigned or deemed appropriate to accomplish the functions of scholarship, financial aid, and records administration.

Knowledge, Skills, and Abilities:

• Ability to handle information of sensitive and confidential nature in the utmost professional manner. Demonstrate a high level of professionalism, initiative, resourcefulness, and personal accountability.
• Effective analytical and decision-making skills. Excellent communication (oral and written), organizational, and time management skills.
• Ability to manage, prioritize, and accomplish multiple tasks/projects simultaneously in a deadline-driven environment.
• Knowledge of financial aid management systems and/or student information systems with strong records management expertise.
• Ability to work under pressure and in a fast-paced environment while maintaining accurate documentation and records.
• Must have the ability to hold information in confidence, communicate with all levels of staff, and make unbiased decisions and recommendations.
• Attention to detail, adaptability to a changing environment, and dependability are extremely important.
• Proficiency in MS Office Suite, with an understanding of organizational structure, workflow, and operating procedures, including electronic records management systems.
• Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds or standing and/or walking for more than four (4) hours per day.

Minimum Qualifications:

• The position requires a bachelor's degree and at least five (5) years of related experience in an educational setting.
• Preferred Illusion systems: PowerFAlDS, PowerCampus, and Jenzabar. Experience with Florida grants, OSFA reporting, and financial aid records management.
• Flexibility to work outside of normal business hours.

Pre-Employment Requirements:

• Criminal background check.
  

Florida Memorial University is an Equal Employment Opportunity Employer. In compliance with the American Disabilities Act (ADA), those functions of the job that are identified essential are required to be performed with or without reasonable accommodations. Requests to facilitate the performance of essential functions will be given careful consideration.