Associate Director, Financial Aid (Scholarships)

University of Louisville•Louisville, KY

4d•Onsite

About The Position

The Associate Director serves as the operational and compliance lead for the Office of Scholarships, ensuring that all scholarship processes align with institutional policies, donor intent, and applicable regulations. This position oversees the development, implementation, and documentation of standardized procedures that support accurate, transparent, and efficient scholarship administration across all colleges and departments. The Associate Director monitors operational workflow to identify process gaps or compliance risks and develops corrective strategies or procedural improvements to maintain consistency and integrity in scholarship management. The role is responsible for drafting and distributing procedural guidance, compliance updates, and other critical communications to university stakeholders involved in scholarship administration. Staying current with university policy, system capabilities, and national best practices, the Associate Director proactively addresses operational challenges and ensures that all scholarship activities adhere to established standards. This position will create and maintain detailed records of all processes, policies, and procedural guidance to support accountability, audit readiness, and effective training for Office of Scholarships staff and campus partners.

Requirements

Bachelor's degree in a related field and six (6) years of relevant experience or an equivalent combination of education and experience.
Grade 7 (Salaried)

Nice To Haves

Master’s degree
Effective oral, written, and interpersonal communication skills
Proficient with Microsoft Word, Excel, e-mail, and web-based computer applications
Familiarity with scholarship management systems
Four years of supervisory experience
Familiarity with tools like Canva, Adobe Creative Suite, and website management systems.

Responsibilities

Effectively and completely utilize the Scholarship Management software and be able to support onboarding, training, and troubleshooting for campus units.
Provides oversight and support for soliciting scholarship data, coordinating applications, process oversight, award notifications, disbursement, student supports, compliance, donor relations, and award bookkeeping within the Scholarship Management Software.
Coordinate with college/school/departmental scholarship administrators to promote effective and strategic use of scholarship funds
Counsel students, parents and other pertinent parties regarding application and eligibility requirements for federal, state, private and institutional aid
Coordinate the intake, routing, and processing of required forms and documentation
Manage inquiries (in person, on the phone and via email)
Generate communications and process transactions for program and business management and maintain associated records
Utilize query and reporting mechanisms to monitor system activity, supporting effective and complete awarding of scholarship funds
Monitoring the awarding of aid in accordance with federal, state, private, and/or institutional guidelines, policies, and procedures
Work with various staff members, departments, and agencies to certify eligibility of scholarship recipients and support workflow from application to award.
Assist in planning events including, but not limited to, lunch and learns, scholarship recipient ceremonies, in-service training, and retreats.
Supervise (2) Scholarship Coordinators.
Other duties as assigned