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Scholarship Program Manager

  • Friday, June 04, 2021 11:54 AM
    Message # 10591657
    Maeven Sipes (Administrator)

    Scholarship Program Manager

    Community Foundation of the Fox River Valley

    Aurora, IL


    Position Type: Full-Time, Exempt

    Reports To: President & CEO

    Summary: The Scholarship Program Manager will work with the Foundation staff, Board of Directors, Fund Advisors, and other constituents to successfully administer the scholarship program at the Foundation. The Scholarship Program Manager will manage all aspects of the program throughout the year. Throughout all communications, the Scholarship Program Manager will communicate a positive image of the Foundation to build confidence and trust for the organization with stakeholders and the public. 

    Responsibilities for this position include but are not limited to the following in addition to other duties as assigned by the President & CEO. 

    Primary Responsibilities

    Manages scholarship program with Foundation staff, Scholarship Committee members, donors, and fund advisors, and area high schools, colleges, and universities.

    1. Prepares the universal scholarship program application utilizing the scholarship program software, refining it to meet the needs of the program on a yearly basis.
    2. Receives and responds to all inquiries about the scholarship program from students, school personnel, fund advisors, and interested community members, etc. 
    3. Develops relationships with the high schools in the community, makes them aware of the scholarship opportunities available and the process for their students to apply.
    4. Corresponds with applicants, e.g., contacts students for clarification and/or additional information, sends award and declination emails to all applicants, and follows up with students on any additional information that is needed.
    5. Assists in the marketing and communications of the scholarship program, utilizing the Foundation’s tools and resources, e.g., website, press releases, newsletters, social media, marketing materials, etc.
    6. Coordinates the Foundation’s participation in high school senior award ceremonies throughout the Foundation’s service area to acknowledge the students who have received scholarships, the donors that made the scholarship opportunities possible, and the Foundation’s commitment to the community to make these scholarship opportunities available. 
    7. Maximizes the capacity of the scholarship program software to prepare reports and document the success of the program, identify trends, and forecast the needs of the program.
    8. Monitors information from students to verify attendance at school of choice and documents any changes that impact the availability of the scholarship for students.
    9. Maintains records on applications received, selected recipients, and all documentation of committee members of funds that are not utilizing the scholarship application process of the Foundation.

    Coordinates all activities for Scholarship Committee and provides all information needed for the review process with the support of the Scholarship Committee Chair and Foundation staff.

    1. Prepares a handbook for committee members that defines their role on the committee and the expectations and responsibilities. 
    2. Recruits scholarship committee members.
    3. Updates existing scholarship committee contacts on a yearly basis and gathers documentation of their participation in the program.
    4. Provides training for new and existing committee members.
    5. Prepares and communicates the calendar of events for the scholarship program with the Board of Directors, committee members, fund advisors, and staff.
    6. Facilitates the Scholarship Committee meetings with the Scholarship Committee Chairperson. 

    Manages the Scholarship Program budget and reporting and actively assists in the stewardship of donors of the Scholarship Program with Foundation staff.

    1. Works with the Vice President of Finance and Operations or equivalent position in developing the annual scholarship program budget. This involves an accounting of all multi-year awards to ensure that the budget for new awards does not exceed available income.
    2. Prepares reports for Executive Committee meetings throughout the year and Board of Director Meetings, including a final report for approval of all scholarship recipients on a yearly basis. 
    3. Coordinates with the Donor Services Coordinator or equivalent position to maintain contact information on all scholarship fund advisors and assists in the stewardship of fund advisors and donors to the scholarship program.

    Scholarship Program Growth and Best Practices

    1. Maintains membership and participates in existing (e.g. Alliance of Illinois Community Foundations, Council on Foundations, Foundant’s Compass Community, etc…) and explores additional professional affiliations for scholarship provider best practices and compliance.
    2. Regularly communicates with peers at other community foundations to share best practices, pain points, etc…
    3. Stays in the know on industry best practices by regularly attending training and discussions (in-person, webinars, phone calls, etc…) provided by various resources including but not limited to partner software vendor(s), local chambers of commerce, and professional affiliations.

    Compensation & Benefits

    The Foundation provides a competitive compensation package consummate with experience and qualifications including vacation time, health, dental, and vision insurance, and a matching 403(b) deferred compensation package.

    Minimum Salary $55,000 annually

    Maximum Salary $65,000 annually

    Relocation Assistance


    Working Conditions

    This job operates in a clerical office setting.  This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.

    Physical Requirements

    The employee must be able to sit and/or stand for up to eight (8) hours a day and exert up to twenty (20) pounds of force occasionally.

    The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.

    Hiring Policy

    The Community Foundation of the Fox River Valley considers applications for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, or any other legally protected status.

    About Us

    The Community Foundation of the Fox River Valley is a collection of individual funds and resources given by local citizens to enhance and support the quality of life in the Fox River Valley.  Foundation funds are used to provide grants to non-profit organizations and scholarships to area students. The Community Foundation of the Fox River Valley serves the Greater Aurora Area, the TriCities and Kendall County. We are a tax-exempt public charity that allows individuals, businesses, and other non-profit organizations to establish permanent endowment and temporary funds within the confines of one large foundation.


    • Highly organized and creative, extreme attention to detail
    • Outstanding communication and interpersonal skills
    • Proficient typing and computer skills; database experience; knowledge of software packages including Microsoft Office 365
    • Knowledge of Foundant Technologies software preferred (e.g. Scholarship Life Cycle Manager, Grant Life Cycle Manager, or CommunitySuite)
    • Ability to manage multiple tasks simultaneously.
    • Ability to adapt to increasing demands of growing organization
    • Ability to work in a high-paced environment
    • Ability to work as a team member, collaborating with and supporting other staff as needed
    • Ability to have customer service as top priority
    • Willingness to work some evenings and weekends
    • Not-for-Profit experience preferred
    • Bachelor’s degree required

    To apply visit our website at www.cffrv.org/careers to reach the jobs portal.

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