Scholarship Specialist (26-27)

IDEA Public Schools • Weslaco, TX

16h

About The Position

Scholarship Specialist Mission: The Scholarship Specialist supports the full scholarship lifecycle, ensuring timely, accurate, and equitable administration of student funding. This position processes scholarship applications, verifies eligibility, coordinates disbursements, and maintains comprehensive records to support compliance, donor intent, and reporting needs. The Scholarship Specialist plays a key role in delivering an efficient and student-centered experience while upholding the Foundation’s standards of fiscal and operational integrity. Supervisory Responsibilities: N/A Location: This is a full-time position based in Texas, with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate. Travel Expectations: Occasionally What You’ll Do – Accountabilities Essential Duties: · Support the end-to-end management of the scholarship process, including application intake, review, selection, and award notification. · Review applicant eligibility and supporting documentation to ensure accuracy and compliance with donor criteria. · Maintain accurate records of award determinations and applicant communications. · Prepare and submit disbursement requests for approved scholarship awards. · Track and reconcile scholarship payments to ensure alignment with award authorizations and donor restrictions. · Ensure all scholarship activities comply with Foundation policies, donor agreements, and applicable regulations. · Serve as a resource for students, families, and internal staff regarding scholarship processes, timelines, and requirements. Additional Duties and Responsibilities: Scholarship Administration · Support the end-to-end management of the scholarship process, including application intake, review, selection, and award notification. · Review applicant eligibility and supporting documentation to ensure accuracy and compliance with donor criteria. · Maintain accurate records of award determinations and applicant communications. · Coordinate with internal teams to ensure timely processing of scholarship payments and adjustments. Disbursement and Recordkeeping · Prepare and submit disbursement requests for approved scholarship awards. · Track and reconcile scholarship payments to ensure alignment with award authorizations and donor restrictions. · Maintain organized records of awards, disbursements, and student correspondence for audit and reporting purposes. · Monitor ongoing student eligibility for renewable scholarships and update records as needed. Compliance and Reporting · Ensure all scholarship activities comply with Foundation policies, donor agreements, and applicable regulations. · Support preparation of scholarship-related reports for internal leadership, donors, and auditors. · Assist with maintaining donor intent documentation and student funding histories. Collaboration and Customer Service · Serve as a resource for students, families, and internal staff regarding scholarship processes, timelines, and requirements. · Collaborate with the Director of Scholarship Support to improve efficiency, accuracy, and student experience throughout the scholarship lifecycle. · Contribute to the development and refinement of systems, templates, and tools that enhance scholarship management. Knowledge and Skills – Competencies Make Strategic Decisions: This team member fosters an inclusive decision-making environment by encouraging diverse perspectives, managing disagreements constructively, and creating space for all voices to be heard. They clearly communicate final decisions, providing context and anticipated impact—even when choices are difficult or unpopular. Manage Work and Teams: This team member builds and maintains systems to track progress toward team goals, ensuring clarity through defined roles and responsibilities. They implement structured processes that support smooth team operations and strategically allocate time and resources to drive goal achievement. Grow Self and Others: This team member demonstrates self-awareness by actively seeking and thoughtfully responding to feedback with curiosity and a growth mindset. They identify development areas, implement feedback when appropriate, and pursue opportunities to build their knowledge and skills. Build a Culture of Trust: This team member builds trust and drives positive engagement across multiple groups, as reflected in strong feedback and survey results. They proactively address concerns, model transparency and authenticity, and foster collaboration through open, honest communication and shared ownership. Communicate Deliberately: This team member leads inclusive discussions that surface obstacles and drive actionable solutions, ensuring all voices are heard. They communicate key information clearly across multiple channels and establish feedback loops that promote open dialogue, collaboration, and continuous improvement.

Requirements

• Strong organizational skills and attention to detail with ability to manage multiple priorities.
• Proficiency with data management systems, spreadsheets, and document tracking tools.
• Excellent communication and interpersonal skills to provide clear and compassionate support to students and stakeholders.
• Commitment to equity, accuracy, and alignment with donor intent and Foundation policies.
• Experience with scholarship management or student information systems.
• Knowledge of FERPA and other data privacy standards.
• Familiarity with nonprofit, foundation, or higher education funding environments.
• Associate’s or Bachelor’s degree preferred.
• 2–4 years of experience in scholarship administration, financial aid, or program coordination.

Responsibilities

• Support the end-to-end management of the scholarship process, including application intake, review, selection, and award notification.
• Review applicant eligibility and supporting documentation to ensure accuracy and compliance with donor criteria.
• Maintain accurate records of award determinations and applicant communications.
• Prepare and submit disbursement requests for approved scholarship awards.
• Track and reconcile scholarship payments to ensure alignment with award authorizations and donor restrictions.
• Ensure all scholarship activities comply with Foundation policies, donor agreements, and applicable regulations.
• Serve as a resource for students, families, and internal staff regarding scholarship processes, timelines, and requirements.
• Coordinate with internal teams to ensure timely processing of scholarship payments and adjustments.
• Maintain organized records of awards, disbursements, and student correspondence for audit and reporting purposes.
• Monitor ongoing student eligibility for renewable scholarships and update records as needed.
• Support preparation of scholarship-related reports for internal leadership, donors, and auditors.
• Assist with maintaining donor intent documentation and student funding histories.
• Collaborate with the Director of Scholarship Support to improve efficiency, accuracy, and student experience throughout the scholarship lifecycle.
• Contribute to the development and refinement of systems, templates, and tools that enhance scholarship management.

Benefits

• medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan
• IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree