Scholarship Coordinator

The Scholarships Coordinator is a key member of the Scholarships team responsible for supporting the administration of scholarship programs and donor stewardship initiatives that advance the association's mission. This role manages the input and maintenance of gift records, coordinates the establishment and tracking of new scholarship endowments, and produces database reports that support departmental operations and decision-making. Working collaboratively across departments, the coordinator prepares donor communications, stewardship materials, website updates, and coordinates data-related projects. The coordinator serves as an important liaison between students, donors, alumni, and association staff, ensuring smooth program operations while strengthening donor engagement and fostering meaningful connections between scholarship recipients and the Texas Exes community.

Major Job Functions

Donor Stewardship

• Support Texas Exes Scholarships through maintaining, tracking and managing donor records and student recipient data
• Actively track and report donor engagements
• Research and prepare reports on prospective and current donors for upcoming meetings, Flying Longhorn trips, events, etc.
• Respond to phone calls and email correspondence to assist students, parents, and donors with various inquiries regarding scholarships and scholarship gifts
• Provide support as required for all donor recognition events and opportunities
• Coordinate across all departments on the consistent connection of scholarship recipients and donors
  
• Serve as a primary contact for routine questions from scholarship applicants, recipients, volunteer reviewers, chapter and network leaders, and donors. Provide guidance on established procedures, deadlines, documentation, and system use.
• Manage scholarship recipient, volunteer, and scholarship inventory records within the CRM and scholarship management systems.
• Communicate key deadlines and process updates to applicants and volunteer reviewers.
• Prepare and distribute scholarship award notifications and related communications to recipients and stakeholders.
• Administer scholarship renewal processes, including tracking eligibility requirements, collecting documentation, and communicating with recipients.
• Generate scholarship funding, recipient, and award reports, while ensuring compliance with donor intent, scholarship agreements, and organizational policies
  

Gift Processing

• Process donations and pledges and assist with annual giving entries as needed
• Prepare tax receipts, pledge reminders, and acknowledgement letters for scholarships and giving club gifts on a weekly basis
• Coordinate recurring gift administration and matching gift creation
• Track and ensure appropriate recognition measures are completed for each donor, including the maintenance of the Hall of Honor
  

Endowment Administration

• Create files for new scholarship endowments
• Coordinate process for new endowments with various departments and donors
• Create new codes in the CRM database for new endowments
• Record new endowment representatives in the CRM database
• Prepare annual endowment report mailings to donors
• One year of fundraising experience assisting with gift administration; or performing complex administrative functions including one year of financial, banking, accounting, or bookkeeping experience perhaps: At least one year of experience in gift administration, advancement services, scholarship administration, banking, accounting, bookkeeping, financial operations, or another detail-intensive administrative environment.
• General technical proficiency and proven ability to streamline business processes
• Exceptional attention to detail and a consistent commitment to data accuracy. Strong interpersonal and verbal communication skills
• Strong analytical skills
• Strong written communication skills to compose, edit, and proof printed materials directed to a college-educated population
• Ability to communicate professionally and respectfully with individuals from varied backgrounds and roles, including students, parents, donors, alumni volunteers, colleagues, and organizational leaders. Proficiency using Microsoft Word, Excel, and CRM databases.
• Strong organizational and time-management skills, with the ability to manage recurring responsibilities, shifting priorities, multiple deadlines, and periods of high transaction volume. Salesforce experience a plus
• Experience managing company social media accounts
• Ability to work both independently and in a team environment
• Ability to attend occasional evening and weekend events
• Ability to exercise discretion and maintain the confidentiality of student, donor, financial, and organizational information.

The Texas Exes prides itself on being a family-oriented and fulfilling working environment. We are a close-knit team of mission-driven people who get the job done. We offer our full-time employees a highly competitive benefits package (generous 401K match, fully paid health premium options with employer contribution into an HSA, and free parking—just to name a few), and a professional culture that rewards and acknowledges hard work, creativity, and loyalty.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

The Texas Exes alumni association is an Equal Opportunity Employer