Administrator, Scholarship & College Success

At San Diego Foundation (SDF), we are committed to inspiring enduring philanthropy and enabling community solutions to improve the quality of life across our region. The Community Impact (CI) Division partners with donors, educators, nonprofits, government, and researchers to deliver measurable, equitable outcomes countywide.

Founded in 1975, SDF is one of the largest providers of scholarships and community grants in Southern California. Through the Community Scholarships Program, SDF advances educational equity by providing resources and opportunities for students furthest from opportunity to achieve their academic goals and strengthen the region's future workforce.

The Administrator, Scholarship & College Success provides administrative support primarily to SDF's Community Scholarships Program within the College Success team. Core responsibilities include serving as the first point of contact for student inquiries, supporting the full scholarship cycle, entering and maintaining student and award data, preparing scholarship documentation, and supporting award processing and donor communications and stewardship.

This role is suited for someone who is organized, detail-oriented, and comfortable managing a high volume of records and requests. The administrator follows established procedures, receives training on SDF's systems and scholarship processes, and works with team members to resolve questions and discrepancies. Additional College Success team support may be assigned as needed.

This is a hybrid role with weekly onsite requirements at SDF's Liberty Station headquarters in San Diego.

Anticipated Application Closing Date: November 25, 2026

Essential Responsibilities:

Student and Donor Communications

Serve as the first point of contact for scholarship students and applicants, managing the scholarship inbox, providing accurate and empathetic guidance, and routing requests across the College Success team as needed.

Prepare and send student communications, track follow-up needs, and maintain accurate student records and communication histories in accordance with confidentiality procedures.

Develop working knowledge of scholarship and grantmaking workflows to support inquiries and prepare scholarship award documentation and communications following established approval processes.

Support donor stewardship through impact reports, correspondence, mailings, and the review and preparation of student ThankView videos annually.

Provide administrative and logistical support for donor meetings, events, and engagement activities, delivering responsive service consistent with SDF's commitment to world-class philanthropic service.

Scholarship Data, Award Processing, and Reporting

Serve as the primary staff member responsible for scholarship data entry, maintaining accurate student and award records in Foundant, Raiser's Edge, Financial Edge, GrantedGE, and other applicable systems.

Review and verify recipient information and 1,000+ award installment records annually against approved award details, coordinating with appropriate team members to resolve discrepancies or missing information.

Maintain renewal, award, outreach, and contact tracking spreadsheets to support communications, follow-up, and reporting.

Prepare routine queries, exports, and reports related to scholarship awards, funds, donations, and donor activity using established procedures.

Manage a high volume of records accurately and meet processing deadlines while following confidentiality and data quality standards.

Learn relevant system functions and workflows and update procedural documentation as directed.

Administrative and Team Support

Provide hands-on support to the College Success team during the full scholarship cycle, managing multiple tasks and deadlines with particular attention to accuracy in student records, payments, and donor-facing materials.

Maintain organized electronic files, tracking systems, templates, and administrative records; process and track scholarship documentation to ensure completeness, accuracy, and adherence to established procedures, compliance, and reporting requirements.

Support process improvements that strengthen accuracy, consistency, efficiency, and the donor experience.

Cross-train on key College Success team responsibilities and provide backup coverage as needed.

Assist with special projects, department initiatives, and additional duties that support successful scholarship operations.

Cross-Functional & Organizational Support

Collaborate with Grants, Development & Stewardship, Finance, Information Technology, Communications, and other departments to support donor services and scholarship operations.

Provide administrative and logistical support for organizational initiatives, events, and projects as assigned.

Contribute to a collaborative, inclusive, service-oriented team environment and help identify solutions to operational challenges.

Requirements

• Required: Minimum one (1) year of experience in administrative support, customer service, operations, or a related function in a professional office environment.
• Comfort working with large datasets, spreadsheets, and tracking tools.
• Demonstrated ability to maintain administrative records and follow established workflows accurately and on time.
• Strong customer service orientation and ability to interact professionally with students, donors, fundholders, colleagues, and external stakeholders.
• Ability to work independently, manage multiple assignments, prioritize competing responsibilities, and meet deadlines.
• Demonstrated initiative and problem-solving skills, including the ability to resolve routine issues using established procedures and refer exceptions to the appropriate team member.
• Dependable and collaborative team member with a positive, professional, and adaptable approach.
• Strong interpersonal, verbal, and written communication skills.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Experience with database applications, data entry, record management, and report generation.
• Ability to learn new systems, processes, and technology.
• Ability to work effectively in a fast-paced and changing environment.
• Commitment to the mission and values of San Diego Foundation.
• Preferred: Experience in scholarships, higher education, nonprofit administration, or donor-facing programs.
• Familiarity with scholarship platforms or CRM or database systems.
• Language Skills: Fluent in English (reading, writing, and speaking)
• Core Competencies: Customer and Student Service Excellence
• Administrative & Operational Support
• Database & Records Management
• Attention to Detail & Accuracy
• Cross-Department Collaboration & Communication
• Organization, Multitasking, & Time Management
• Problem Solving and Initiative
• Reliability and Follow-Through
• Equity-Centered Service Mindset
• Work Environment & Physical Demands: Professional, hybrid work environment based in San Diego.
• Fast-paced setting with multiple priorities and deadlines.
• Ability to sit, stand, walk, or drive for extended periods, with or without accommodation.
• Ability to view and use a computer screen for up to two hours, with or without accommodation.
• Ability to type and enter data using a keyboard or similar tools.
• Ability to communicate by phone or alternative methods, with or without accommodation.
• Ability to lift up to 25 pounds.