Butler School of Music Scholarships Coordinator

University of Texas at Austin

2d•$50,000 - $55,000•Onsite

About The Position

The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world. This position reports to the College of Fine Arts Dean’s Office and the central scholarships team, but the office is located within the Butler School of Music building. The Butler School of Music (BSOM) Scholarships Coordinator facilitates our music scholarships program, including selection, awarding, disbursement and communications. The coordinator also assists with prospective music student visits and events.

Requirements

Bachelor’s Degree
At least three years’ experience administering or coordinating a program
Experience organizing a high volume of data and information
Working experience with Microsoft Excel (building reports, merging data)
Competencies: Accuracy and Attention to Detail Initiative Problem Solving Managing Multiple Projects Effective Communication Service Excellence
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Administrative experience working in the arts or arts-related field
Beyond working experience in Excel (pivot tables, v/x lookup)
Experience working in a higher education administrative environment
UT Systems, specifically, LASSO, FRMS, VIP, Advisor’s ToolKit, SWiMS

Responsibilities

Administer BSOM scholarships and support Scholarship Awarding Committee Awarding process.
Manage the full lifecycle of BSOM scholarships.
Assign student awardees specific scholarships for which they qualify.
Continue to verify student eligibility at key points in the academic calendar, ensuring that students meet donor, university, and music school requirements.
Create placeholder scholarships for multi-year recruitment awards.
Verify student eligibility at key points; ensure donor and university requirements are met.
Input awards in the university’s scholarship management systems and troubleshoot disbursement issues.
Monitor fund balances and acceptance of awards; adjust as needed.
Support the Butler School of Music Student Awards Committee (SAC); serve as a resource on award balances, timelines and procedures, and attend committee meetings.
Communicate Non-resident Tuition Exemption (NRTE) awards to COFA Scholarships Manager.
Coordinate Reporting, Technology, and Cross-Unit Communication.
Create reports concerning student awardees and scholarship resources for SAC, BSOM leadership, and the College of Fine Arts Dean’s Office.
Complete training and stay up to date as a regular user of university technology related to: scholarship administration (LASSO), accounting (FRMS), donor stewardship (VIP).
Maintain regular communications with staff involved in scholarship awarding, student admissions, development, and accounting to ensure alignment and accuracy.
Liaise with Mariachi on ensemble scholarships to ensure awarding procedures and timelines are followed.
Coordinate student scholarship communications.
Communicate with admitted and enrolled students about Butler School of Music scholarship awards, including but not limited to application procedures, eligibility, award information, disbursement timelines, and donor stewardship.
Serve as primary contact for students with questions about their LHB scholarship awards.
Request thank-you letters from students who receive scholarships funded by high-profile supporters of the Butler School; review, provide feedback when necessary, and approve student submissions.
Print and distribute student letters.
Coordinate and award Longhorn Band scholarships.
Create a roster of validated LHB Scholarship candidates by merging data from multiple sources, including the scholarship management system, official course rosters, and internal LHB roster.
Create the LHB Continuing Band Member Scholarship Application to support scholarship eligibility and tracking.
Work collaboratively with LHB directors to match LHB members to available scholarships for which they are eligible.
Enter awards in scholarships system and troubleshoot disbursement issues with LHB Senior Administrative Associate.
Coordinate ad-hoc and special scholarship processes.
Coordinate evaluation of enrolled music students who complete the College of Fine Arts Continuing Student Scholarship Application.
Facilitate the nomination of music students for college-wide, university-wide and external scholarships (e.g., Texas Exes, Presser Foundation).
Ensure compliance and timely processing for non-standard ad-hoc awards.
Coordinate with faculty who request these awards and facilitate the intake form for their submissions.
Coordinate and assist with prospective student visits, events and ad-hoc projects.
Coordinate visiting prospective student “Shadow Days” and assist with other events as requested.
Assist the Director of Admissions and Scholarships and Scholarships Manager with additional ad-hoc projects.