Scholarship Program Administrator

Are you someone who strives for excellence, values accountability, provides the best service, all while reflecting unwavering integrity? Our talented team members across the state follow the behaviors, beliefs and outcomes of these core values to ensure that our vision is met.   If you're ready to join the TSTC family and make great memories please complete our application process.

Job DescriptionThe Scholarship Program Administrator oversees the administration of The TSTC Foundation’s scholarship programs across all campuses statewide. This role manages scholarship program operations, ensures compliance with eligibility requirements and donor intent, administers scholarship systems and fund activity, and serves as the primary point of contact for students, institutional stakeholders, and donors regarding Foundation scholarship programs.
Working collaboratively with Foundation leadership, advancement staff, student-facing partners, and institutional stakeholders, the Scholarship Program Administrator supports the annual scholarship cycle, coordinates selection processes, administers scholarship funds, and maintains communication strategies that strengthen scholarship awareness, recipient recognition, and donor engagement. The role also supports process improvement, reporting, and program evaluation efforts that enhance scholarship administration and program effectiveness statewide.
The Scholarship Program Administrator serves as the Foundation’s lead operational resource for scholarship administration, scholarship systems, fund coordination, and scholarship-related communication and stakeholder support. Through strong program administration, operational judgment, communication, and cross-functional collaboration, this role contributes to effective scholarship management, donor stewardship, and student support across the institution.
Full State benefits! Annuary salary anticipated to range from $61--64k commensurate upon background and experience, as well as alignment with responsibilities.

Essential Functions

The employee will demonstrate TSTC’s Core Values of Excellence, Accountability, Service, and Integrity with internal and external stakeholders, customers, students, and community members.

Scholarship Application Administration
Implements, administers, and promotes The TSTC Foundation’s annual scholarship application process for prospective and current students across all campuses statewide. Coordinates scholarship timelines, application processes, communications, and operational activities to support a consistent and accessible experience for students and institutional stakeholders.

Student & Stakeholder Support
Serves as the primary point of contact for students, parents, college representatives, and internal stakeholders throughout the scholarship cycle. Provides guidance regarding scholarship opportunities, application requirements, deadlines, and program processes while supporting a consistent, responsive, and service-oriented experience statewide.

Selection Committee Coordination
Recruits, trains, and coordinates scholarship selection committees statewide and supports committee activities throughout the selection process. Ensures committee operations align with eligibility requirements, donor intent, institutional expectations, and applicable compliance standards.

Scholarship Recognition & Donor Engagement Support
Coordinates scholarship recipient recognition activities and supports implementation of statewide recognition efforts that may include events, donor storytelling, and targeted communications. Helps strengthen donor relationships by highlighting recipient impact and connecting scholarship support to student outcomes.

Scholarship Systems Administration
Administers and maintains the Foundation’s scholarship management platform and related scholarship records, ensuring data integrity, system accuracy, and operational reliability. Evaluates system functionality, identifies process or reporting needs, and coordinates with vendors or institutional technology partners to support continuous improvement and scalability of scholarship administration capabilities.

Fund Administration & Financial Coordination
Manages encumbrances, invoice payments, fund balance verification, and scholarship-related financial coordination for Foundation donor scholarship funds. Supports establishment of new scholarship funds in partnership with advancement and finance staff and helps ensure timely and accurate scholarship disbursement in alignment with donor intent, institutional guidelines, and program requirements.

Communication Planning & Program Visibility
Develops and coordinates annual communication efforts for students, institutional stakeholders, and donors to promote scholarship opportunities, recognize recipients, and strengthen awareness of Foundation scholarship programs. Supports program visibility through targeted messaging, communication planning, and coordination of scholarship-related materials and outreach.

Program Reporting & Continuous Improvement
Maintains scholarship records, reporting resources, and program documentation and supports data collection, analysis, and reporting related to scholarship activity, recipient outcomes, fund utilization, and program performance. Identifies opportunities to improve scholarship processes, communication, and operational consistency and supports implementation of approved improvements.

Education & Experience

Required Qualifications
Associate’s degree in higher education, business, nonprofit management, communications, finance, student services, or a related field.
Three years of experience in scholarship administration, financial aid, donor-funded student support programs, or a related higher education or nonprofit function.
Two years of experience in program coordination, including planning, implementation, stakeholder communication, or operational administration.
Two years of experience in fund administration, financial coordination, scholarship processing, compliance monitoring, or related operational support functions.
Experience working with student-facing processes, scholarship systems, or administrative platforms used to support scholarship or donor-funded programs.

Preferred Qualifications
Bachelor’s degree in higher education, business, nonprofit management, communications, finance, student services, or a related field.
Four years of experience in scholarship administration, financial aid, donor-funded student support programs, or a related higher education or nonprofit function.
Three years of experience in program coordination, including planning, implementation, stakeholder communication, or operational administration.
Three years of experience in fund administration, financial coordination, scholarship processing, compliance monitoring, or related operational support functions.
Experience supporting donor stewardship, recipient recognition, scholarship communications, or scholarship-related events and outreach.

Relevant experience may be considered in lieu of a degree, except in cases where a specific degree is required to meet accreditation standards, licensure requirements, or other legislative or regulatory obligations. This includes, but is not limited to, certain faculty positions and staff roles governed by state or federal educational mandates.

Skills & Abilities

Ability to administer scholarship programs, application cycles, and related operational processes across multiple stakeholders and locations.
Ability to communicate clearly and effectively in written and verbal formats across students, donors, institutional stakeholders, and internal partners.
Ability to collect, analyze, and present data and metrics to measure scholarship program activity, fund utilization, and program outcomes and prepare reports and recommendations for leadership.
Ability to apply financial management principles and coordinate scholarship fund activity, encumbrances, and disbursement processes in alignment with donor intent and institutional guidelines.
Ability to use administrative platforms, scholarship systems, spreadsheets, and business tools to process, analyze, and present data effectively.
Ability to manage multiple projects, competing deadlines, and shifting priorities in a fast-paced environment.
Ability to support donor stewardship, recipient recognition, and scholarship communication efforts through strong organization, professionalism, and operational follow-through.

Core Competencies

Cross-Functional Collaboration
Works independently and collaboratively across organizational levels, including Foundation leadership, campus stakeholders, students, and institutional partners, while supporting scholarship operations, fund coordination, and communication activities across a statewide environment.

Problem Solving
Identifies operational issues, process gaps, and stakeholder needs related to scholarship administration and develops practical solutions that improve consistency, efficiency, and service delivery.

Customer Service & Teamwork
Demonstrates a strong commitment to customer service and teamwork through responsive support, clear communication, and effective collaboration with students, donors, Foundation staff, and institutional stakeholders.

Ethical Conduct
Maintains a high standard of ethical conduct in administering scholarship funds, supporting donor intent, handling student and financial information, and carrying out scholarship-related decisions and processes.

Organization & Attention to Detail
Maintains strong organization and attention to detail across scholarship applications, fund activity, records, communications, reporting, and stakeholder support responsibilities. Ensures work is completed accurately, timely, and in alignment with established standards and program requirements.

Adaptability & Flexibility
Adjusts effectively to changing priorities, deadlines, and operational needs while maintaining professionalism, productivity, and service quality throughout scholarship cycles and Foundation activities.

Professionalism & Confidentiality
Demonstrates professionalism, discretion, and integrity in handling student, donor, scholarship, and financial information. Maintains confidentiality and upholds ethical standards in all interactions and work products.

Ownership & Accountability
Takes ownership of scholarship operations, stakeholder support, and assigned deliverables and follows through with reliability, initiative, and accountability to support Foundation and institutional goals.

Extra Duties Statement

This job description outlines the general responsibilities and expectations of the role. It is not intended to include every task or responsibility. Additional duties may be assigned by leadership as needed.

This position may be considered for telework options based on eligibility under TSTC’s Telework Policy aligned with State of Texas requirements.

Must be reachable during business hours through standard communication channels as required by the role.

Some duties may require work outside standard business hours during scholarship application cycles, recipient events, donor activities, reporting deadlines, or Foundation operational needs.

Full-time, FLSA-exempt position.

Periodic in-state travel to campuses, Foundation events, or meetings beyond the employee’s designated or nearest base campus may be required based on business needs and will comply with TSTC and State of Texas requirements.

Position requires sustained attention to scholarship, student, donor, and financial information, including data requiring accuracy, confidentiality, and appropriate handling.

TSTC will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position.

TSTC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, genetic information, or veteran status.

The role may require movement across campus, participation in meetings, and engagement with Foundation staff, students, donors, and institutional stakeholders to support organizational goals. Work is primarily performed in an office or professional environment using standard technology and communication tools. These activities can be performed with or without reasonable accommodation to support the essential functions of the role.

Equal Opportunity Employer

Texas State Technical College (TSTC), as an equal opportunity employer, complies with all applicable federal and state laws regarding nondiscrimination. TSTC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at TSTC.

Background Checks

A criminal history background check will be required for the finalist(s) under consideration for this position.