What are the responsibilities and job description for the Manager, Scholarships position at Polk County Public Schools?
Position Title:
Manager, Scholarships
FLSA Status:
Exempt
Salary Grade, if non-union:
SG18
Pay Grade, if union:
Non-Union or Specific Collective Bargaining Agreement:
Non-Union
Our Mission:
The mission of Polk County Public Schools is to provide a high quality education for all students.
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The duties are intended to describe the nature and level of work being performed by the employee assigned to the position. This job description is not meant to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. Other duties may be assigned which are not listed. Additionally, when duties and responsibilities of this job change, this job description will be reviewed and updated, subject to changes and business necessity.
Custom Job Purpose:
This position exists to perform oversight over of all aspects of scholarships administered by the Polk Education Foundation.
Essential Functions of this Job
Annually work with prior scholarship donors to confirm / update award criteria, obtain commitment forms.
Ongoing work with new donors to set criteria and start new scholarships.
Maintain donor files of all communications, payments, commitment forms etc.
Create a scholarship master database and list of all award offerings that will be published and posted online for school and public use.
Manage all aspects of the online scholarship application process including working with the IT department to have application updated each year with current direction and individual award information.
Make hardcopy applications for scholarships that do not qualify to be a part of the online process.
Do public speaking engagements and design marketing materials to advertise both the opportunity for donors to participate in this program, but also for students to apply.
Do press releases and website updates as needed during the process.
Maintain a contact list for a high school scholarship contacts, including Charter.
Work closely with high school guidance counselors to help facilitate the scholarship application process.
Prepare master list of eligible candidates by checking all applications for completeness and accuracy. Verify information according to required documentation.
Solicit and manage application reviewers, ensuring all applications are judged and scored using a consistent rubric a minimum of three times before compiling scores.
Work with other volunteers or staff that will aide you in the scholarship process.
Distribute applications to committees and to donors, for review.
Set up and conduct scholarship interviews with select donors.
Stay abreast of current financial aid, other scholarships and grant sources to help donors and students make educated decisions.
Collate committee reviewed and interview results to determine scholarship recipients, ensure a signed judging form(s) is obtained for each.
Contact donors as needed about alternates.
Maintain master list of scholarship recipients.
Notify schools of scholarship recipients
Arrange for presentations at senior award ceremonies
Make certificates and scripts for each ceremony. Coordinate with presenters (PEF board members) and schools for each date.
Send award letters and instructions to all recipients.
Process recipient paperwork as it is returned, do check requisitions for payments.
Maintain recipient files.
Send registered letters to students who have not used their scholarship funds in four years.
Use master list to ensure multiple year payments and bi-annual payments are made.
Write scholarship donor thank yous.
Set up and present thank yous to donors at school board meetings
Annually review and update all internal scholarship forms and processes.
Work with account specialist to validate account balances and send invoices as needed.
Provide auditor with all scholarship payment information needed for review.
Work to collect scholarship payments.
Initiate scholarship payment process.
Non-Essential Functions of this Job
Performs other duties as assigned.
Knowledge, Skills and Abilities:
Computer literate with working knowledge of Microsoft Office suite as well as Access Database, Excel Spreadsheets and Microsoft Outlook. Excellent public speaking, public relations skills, and written communication skills, knowledge of financial literacy and record keeping. Ability to coordinate 100 volunteers. Knowledge of college admissions policies and financial aid application processes a plus.
Education, Experience and/or Certification/License Requirements
Minimum of an Associate's Degree required, Bachelor#s degree in secondary guidance is highly preferred. Experience in school guidance, college and career advising, college admissions and/or financial aid a plus.
Work Context:
Requires sitting and some standing, walking and moving about to coordinate work. Requires face-to-face discussions and contact with donors and students. Requires the use of alternative communication systems, such as electronic mail, telephones and computers. Requires coordination of work tasks to establish priorities, set goals and meet deadlines. Requires work with both internal and external contacts, and with the public.
Physical Environment:
Requires working indoors in environmentally controlled conditions and some outdoor activities. Requires sitting for the majority of the day, and the ability to lift, carry, move and/or position objects frequently weighing up to 50 pounds.
Local Code:
10332
EEO5:
44
Approval Date:
Mon Dec 10 2018 23:00:00 GMT-0600 (Central Standard Time)
Date Last Revised:
9/4/2024
The School Board of Polk County, Florida, prohibits any and all forms of discrimination and harassment based on race, color, sex, religion, national origin, marital status, age, homelessness, or disability or other basis prohibited by law in any of its programs, services, activities or employment.
