(Hybrid) Foundation Fund & Scholarship Coordinator - Eberly College Business Office

The Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a (Hybrid) Foundation Fund & Scholarship Coordinator.

About the Opportunity

The Foundation Fund & Scholarship Coordinator oversees the management and utilization of WVU Foundation resources within the Eberly College of Arts and Sciences (ECAS). They will provide fund data and guidance to College/Department leadership to ensure appropriate application and utilization of Foundation resources. The Foundation Fund & Scholarship Coordinator will manage the scholarship programing for the College. They will engage College/Departmental scholarship committees and other impacted constituencies to ensure timely and effect awarding of Foundation supported scholarships and student academic enrichment funding.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

Management and Utilization of ECAS Foundation Resources

• Manage a large and diverse portfolio of Foundation funds contained within twenty-three budgetary units within ECAS.
• Serve as a Foundation funding resource to College and Departmental leadership, faculty and staff. Provide, as appropriate, information related to specific fund restrictions, balances and activity. Identify funding opportunities to support specific College/Department projects or initiatives.
• Perform research on fund history and assists in the review of donations/expenses.
• Coordinate with the College development staff and the WVU Foundation on fund maintenance including the setup of new funds, transfer of cash between funds, fund closeout and the reassignment of funds between College units.
• Create and maintain Foundation back bill accounts/budgets to allow the use of West Virginia University procurement and payroll services.
• Ensure annual professorship back bill budgets are established and communicated to the appropriate faculty member.
• Maintain College/Departmental access to the WVU Foundation financial system. Ensure timely setup and removal of ECAS employees.
• Prepare monthly activity reports on Foundation funds and distribute them to the appropriate budgetary units. Identify any issues or concerns with spending/revenue transactions and identifies instances of over/under fund utilization. Communicate this information to the appropriate College/Departmental administrator as well as departmental professional staff as appropriate.
• Participate in College Business Office quarterly budget meetings with unit leads to discuss Foundation fund activity and utilization.
• Provide fund activity information to the development office staff so that it may be shared with donors. Monitor key funds to ensure activity will result in donor satisfaction.
• Identify opportunities to adjust individual fund restrictions to allow for better utilization of funding. Work with College/Departmental leadership to revise restrictions. Coordinate fund restriction changes with the WVU Foundation and West Virginia University as appropriate.
• Coordinate and review Foundation funded grants with the College Business Office post award grant team. Meet monthly with this team to review balances, end dates, and assist with award close out as needed. Provide reports on Foundation grant activity.
• Serve as a liaison to the WVU Foundation for business processes and fund management.

Management of ECAS Scholarship Programing

• Manages a large and diverse set of Foundation funds that support scholarships, fellowships and student academic enrichment opportunities. These funds are part of the ECAS Foundation fund portfolio.
• Coordinate with the college web developer on the creation and maintenance of the ECAS scholarship website that provides scholarship information and deadlines along with the student application.
• Determine annual scholarship deadlines and coordinate dates to ensure the greatest impact is made for recruitment opportunities.
• Collect and review College scholarship applications. Compare applications to financial aid packages for each applicant. Determine which scholarship(s) each applicant is eligible to receive.
• Provide recommendations for scholarship awards supported by the College. Coordinate recommendations for freshman applications with the Assistant Dean for Undergraduate Student Services.
• Review and confirm departmental scholarship recommendations to ensure the awardee can receive the designated scholarship.
• Compose and mail award notification letters to selected students supported by College level scholarships. Includes a request to write a thank-you to the appropriate donor(s) supporting the scholarship. Coordinate with the departments to ensure similar acknowledgments are submitted timely for departmental scholarships.
• Compose and mail students who did not qualify/did not receive a College level scholarship. Ensure departments provide a similar acknowledgement.
• Annually verify the academic standing of students receiving multi-year scholarship awards.
• Coordinate with the Dean and/or Associate Dean on requests for emergency financial aid requests. Make recommendations for Foundation fund usage to support requests.
• Serve as the point of contact for the WVU Financial Aid Office. Address and determine the best course of action when discrepancies occur regarding awarded funds to a student.
• Manage the completion and submission of scholarship forms (Request for Student Award - RSA) to WVU Financial Aid for processing and posting of the award to the appropriate student account.
• Manage the RSA process for ECAS. Ensure Foundation supported scholarships are billed timely to the WVU Foundation. Coordinate with the College Business Office post award grant team to move applicable grant supported scholarships, tuition and stipend payments from College default funding to the appropriate externally funded source. Reconcile financial system data (MAP) to the student account system (BANNER) to ensure all scholarship expenses have been applied correctly and the College has been reimbursed appropriately.
• As time and schedule permits, the Fund Manager may participate in College Business Office projects that require an all-hands approach to complete. Projects assigned will benefit/align with the knowledge and skills of the Fund Manager.

Other duties as assigned.

• Bachelor's degree in business or related field.
• A minimum of three (3) years of professional-level work experience in finance, accounting, fund management or fiscal management in a higher education, foundations or not for profit organizational setting and/or a background in financial aid or scholarship management.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Excellent oral and written communication skills.
• Ability to effectively communicate in person as well as through electronic collaborative options such as Teams, Zoom and Slack.
• Ability to solve problems and make appropriate decisions.
• Effective organizational and time management skills.
• Ability to effectively set deadlines, prioritize tasks, stay organized and meet crucial deadlines.
• Ability to develop and maintain effective working relationships with a variety of constituencies.
• Strong customer service skills.
• Demonstrated ability to develop, manage and interpret strategic plans, budgets, financial reports and other fiscal related documents.
• Demonstrated ability to learn/navigate student record system (Banner) and financial systems/platforms and be proficient in Microsoft suite of applications (Excel, Word, PowerPoint, Teams, etc.)
• Demonstrated ability to communicate effectively specifically with students, parents, and donors.

• Applicants are encouraged to submit a resume and cover letter with their submission.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.