Scholarship and Donor Records Coordinator Position Available In Shelby, Alabama

Scholarship and Donor Records Coordinator
Position Information Posting Number

S1500707

Job Title Scholarship and Donor Records Coordinator
Position Number TBD
Division University Advancement

• ADV
  Department Foundation & University Advancement’s Office
  FLSA Non-Exempt
  Salary Grade 114
  Salary Classification Admin/Professional
  Annual Salary Range $37,050
• $49,402
  Hourly Salary Range $17.81
• $23.

75
Employment Status Full Time 12 Mos Regular
General Description The purpose of this position is to oversee the administration of gift and grant entry, database management, scholarship coordination, and endowment reporting within the University’s Advancement Department. This role ensures the accuracy and integrity of alumni, donor, and scholarship fund records. Essential Job Duties Gift and Database Management
Manage the daily processing and recording of gifts, pledges, and bequests in a high-volume data environment.
Process and deposit cash and checks on a daily basis.
Reconcile and balance transaction batches for approval and submittal.
Post all gift transactions accurately and in a timely manner.
Coordinate with Human Resources to process employee donations via payroll deductions (monthly/bi-weekly).
Generate regular reconciliation and financial reports, including error-checking, pledge receivables, and weekly transaction summaries. Provide ad hoc reports as needed.
Maintain up-to-date and accurate records in the alumni and donor database.
Extract data and generate reports to support Advancement initiatives.
Create new event and donation forms for online registration and giving platforms. Scholarship and Endowment Management
Notify University account representatives and Deans of new scholarships, detailing award criteria, funding levels, endowment status, and award timelines.
Assist account representatives in determining whether scholarships should be added to AwardSpring.
Serve as a resource for understanding scholarship criteria and support account reps in award decision-making.
Monitor trends to ensure scholarships are awarded annually and funds are utilized appropriately.
Engage with new and existing account reps to build collaborative relationships and improve understanding of scholarship processes.
Support the awarding process for Board-Designated and Foundation Board scholarships as needed.
Prepare annual scholarship spendable reports for account representatives.
Track and update award spending to ensure fund balances are accurately maintained.
Compile and distribute annual endowment reports to scholarship donors, including account balances, award recipient lists, and other relevant information. Additional Duties Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times. Knowledge, Skills and Abilities Advanced computer analysis skills, including the use of software to create documents, spreadsheets, timelines, and reports.
Excellent interpersonal skills to relate to students, parents, colleagues and university administrators.
Self-motivated; innovative and ability to work with considerable independence within the context of a team environment and a network of relationships.
Excellent written and oral communication and analytical skills, including the ability to interpret financial information and manage data.
Knowledge of University governance, administrative and financial policies and guidelines. Education and Experience The educational requirement for this position is: High school diploma/GED;
Bachelor’s degree preferred;
Education substituted for experience?

Yes This position requires:

At least two years of related experience. Experience substituted for education? Yes Licenses, Certification or Registrations Certifications, licenses, professional designations, or other qualifications required for this position include:

• Valid Driver’s licenses
• Acceptable driving record Certifications, licenses, professional designations, or other qualifications preferred for this position include:
• None Environmental Working Conditions Indoor
  Travel Requirements Light Travel
  Number of Vacancies Desired Start Date Physical Requirements The physical activities required for this position involve:

Standing:

Under 1/3 of the time; walking: Under 1/3 of the time; sitting: Up to 2/3 of the time; using hands: Under 1/3 of the time; reaching with hands and arms: Under 1/3 of the time; talking or hearing: Up to 2/3 of the time.

This position requires lifting:

Up to 10 pounds: Under 1/3 of the time. This position has the following special vision requirements:

• No special vision requirements.

Open Date 06/16/2025
Close Date Open Until Filled Yes
Special Instructions to Applicants Additional Statement The University of Montevallo does not discriminate against job applicants based on their national origin or citizenship or immigration status. Because of the costs associated with visa sponsorship/transfer, the University typically will not sponsor applicants for a work visa or transfer of an existing visa. No commitment for visa assistance and/or sponsorship can be made until a thorough search is conducted, including a proper and methodical review of all applicants. EEO Statement UM is an Equal Employment Institution