Deadline: Open Until Filled
Job Summary
Department-Specific Responsibilities
- Develops and implements procedures to sustain and advance Foreign Language and Area Studies awards (FLAS) operations to align with the strategic priorities of Hamilton Lugar School of Global and International Studies (HLS).
- Serves as the primary point of contact and provides schoolwide coordination for the FLAS competition, communications, and processing.
- Maintains all aspects of the Hamilton Lugar School Study Abroad Scholarship Program.
- Processes IUF (Indiana University Foundation reimbursements).
- FLAS Administration and Program Management:
- Develops and implements procedures to sustain and advance FLAS operations to align with the strategic priorities of HLS.
- Serves as primary point of contact for the HLS FLAS Program.
- Coordinates regular updates to FLAS application and website, oversees FLAS email, provides direction to others regarding the program and provides for daily operations.
- Works with the Director of Communication to strategically plan marketing and outreach initiatives for the FLAS program.
- Plans, hosts, and presents public FLAS information sessions. Advises students on application process, course requirements, and consults with the Grants Compliance and Reporting Manager on complex fellowship policy issues.
- Coordinates the entire FLAS application, review, and awarding processes for FLAS programs. Communicates with FLAS units to establish an efficient application and review process.
- Maintains close contact with FLAS awardees to ensure student success and award compliance.
- Plans, coordinates, implements, and assesses networking opportunities for awardees.
- Assists in student recruitment by presenting to and meeting with prospective students regarding their opportunities within the FLAS program.
- Compiles data on FLAS application and selection procedures and provides necessary information for the submission of FLAS reports to the US Department of Education.
- Study Abroad Administration and Program Management:
- Collects and organizes all application materials for distribution to the review committee.
- Responsible for convening the application review committee and answering any questions
- Responsible for monitoring the HLS Scholarships email account for inquiries.
- Communicates with applicants, reminding them to complete applications before deadlines, communicates with faculty submitting recommendations for applicants, and communicates award progress and information to OVPDEMA and Tobias Center.
- Reviews and updates components of the scholarship application for each award term.
- Updates and maintains the website for accurate deadlines and links to the application materials.
- Promotes the scholarships via marketing channels and information sessions.
- Works with students to send thank you notes to donors.
- Responsible for determining award distribution and amount and adjust award distribution and amount in conjunction with HLS Finance Director.
- Indiana University Foundation Processing:
- Processes Indiana University Foundation (IUF) scholarship reimbursements, IUF-IU transfers, and Direct Vendor Payments.
- Reviews and provides documentation verifying donor intent for IUF expenditures.
- Reconciles IUF accounts.
General Responsibilities
- Plans, directs and implements programs or events, including the creation of materials to support these events.
- Provides staff communications and serves as liaison to program participants, collaborators in other units, community partners, vendors and the public; approves staff purchase requests; arranges staff travel, accommodations, and research activities.
- Provides mechanisms, training, and advice on a variety of issues such as budget management software and advanced strategies for timely spending of grant funds. May be responsible for meeting revenue targets.
- Recruits, trains, directs, schedules, and evaluates faculty and staff partners, students and volunteers. Mentors, serves as a resource and provides guidance to team staff members as needed.
- Researches available grants and works closely with managers to identify funding needs and potential sources, creates grant proposals that further advance support of the program and program participants; May be responsible for meeting revenue targets.
- Constructs and administers program budgets and approves spending. Tracks progress on deliverables, analyzes data on projected spending and prepares reports for higher management and funding sources.
- Keeps abreast of best practices to recommend policies and procedures that deliver a quality program experience.
Qualifications
EDUCATION
Required
- Bachelor’s degree
WORK EXPERIENCE
Required
- 2 years in a related field
Preferred
· Experience processing scholarships in a university setting
Combination of related education and experience may be considered
SKILLS
Required
- Proficient communication skills
- Maintains a high degree of professionalism
- Demonstrates time management and priority setting skills
- Demonstrates a high commitment to quality
- Possesses flexibility to work in a fast paced, dynamic environment
- Seeks to acquire knowledge in area of specialty
- Highly thorough and dependable
- Demonstrates a high level of accuracy, even under pressure
Preferred
- Familiarity with IU processes and procedures