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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

Please submit your resume and cover letter that describes how you are qualified for this position.  Priority given to applicants who apply by September 18th.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

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.

Assistance and Accommodations

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 [email protected] or by phone 502-852-6258.