Program Manager, Scholarship Operations

Lansdowne, VA
Exempt Full Time
Date Posted: 01/23/2019
Program Manager, Scholarship Operations

The Program Manager, Scholarships Operations oversees the operational aspects of the Foundation’s scholarship programs (Young Scholars Program, College Scholarship Program, Undergraduate Transfer Scholarship, and Graduate Scholarship). The program manager supervises staff responsible for processing Young Scholars Program and higher education scholarship awards and payments in a timely, accurate, and efficient manner. The manager also supervises staff responsible for Young Scholars Program and higher education program support and communications functions. In coordination with the Information Technology and Finance staff, the program manager develops and maintains the Foundation’s scholarship and Individualized Learning Plan (ILP) processing systems.

Principal Responsibilities:

  1. Manages a team of three program associates and four program coordinators, and collaborates closely with program managers and directors, to lead high quality, customer-service-oriented program operations.
  2. Directly supervises all scholarship program operations, including scholarship payment processing, ILP payment processing, budget reconciliation, analysis, and forecasting, data collection, and program support and communications.
  3. Ensures Young Scholars Program and higher education awards and payments are processed in a timely, accurate and responsive manner, and that efficient procedures are in place. Trains and leads continuous improvement of the work of scholarship/ILP-processing staff.
  4. Leads orientation and training concerning the Foundation’s ILP and scholarship databases and record retention processes, and monitors accurate maintenance of all programs’ scholarship files. Manages quality control process to ensure accuracy of data entry by scholarship operations staff.
  5. Gathers information from program managers and their staff to develop consistent and integrated data management systems that streamline data collection, program support and communications processes for staff, scholars, and organization partners
  6. Collaborates with program managers to maintain, review, and recommend changes to Foundation’s ILP and scholarship processing procedures and policies.
  7. Manages operations program associate and coordinators in the following tasks: communications to scholars regarding upcoming deadlines and requirements, responses to the email inboxes, processing scholar grades and data collection, mailings (ILP, notification, graduation, admissions, recognitions, etc.), and updates to the scholar website pages.
  8. In collaboration with IT staff and the manager of data integrity, develops and improves award and payment processes through the Foundation’s existing IT systems, as well as implements, maintains, and adjusts new IT systems to improve performance. Recommends and implements new or enhanced procedures to improve data collection and user friendliness.
  9. Works with directors to prepare data and reports for internal and external use, on a regular basis and as needed by management, staff and the Board of Directors.
  10. Works with accounting staff to generate necessary financial reports; ensures that reports are accurate, include all required information, and can interface with accounting system. Assists as needed with the exporting of scholarship payment information to the accounting system and monthly reconciliation of scholarship data between the two systems.
  11. Assists with presentations and webcasts for scholars, staff, and external audiences.
  12. Keeps current on issues related to scholarships operations, financial aid, and scholarship best practices.
  13. Other duties as assigned.


Job Qualifications:

  1. Bachelor’s degree (Master’s preferred) plus four or more years of experience in scholarship operations or grant administration in an education or similar organization, is required.
  2. Demonstrated track record of exceptional project leadership/management with increasing supervisory experience.
  3. Proven work experience with databases and knowledge of higher education financial aid.
  4. Excellent writing, presentation, and communication skills.
  5. Ability to motivate and work effectively with groups and individuals toward accomplishment of shared goals. Strong interpersonal and teambuilding skills.
  6. A strong attention to detail and ability to work independently and simultaneously on multiple projects within close, overlapping and/or conflicting deadlines. Outstanding organizational and problem-solving skills.
  7. This position will require occasional evening and weekend hours for scholarship events.


To Apply:

To Apply: E-mail your cover letter and resume as attachments to: E-verify employer. No phone calls please.