Scholarship & Stewardship Strategy Analyst (Administrative Analyst/Specialist Exempt II)

Scholarship & Stewardship Strategy Analyst (Administrative Analyst/Specialist Exempt II)

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,797.00 per month to $7,066.00 per month (Step 1 to Step 11).

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver. For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Scholarship & Donor Stewardship Analyst reports to the Director of Advancement Services and plays a critical role in administering and stewarding the University's donor-funded scholarship program. The Analyst is responsible for ensuring scholarships are awarded accurately, funds are fully utilized, and donor intent is honored in alignment with institutional policy.

This position integrates scholarship administration, financial reconciliation, data integrity, reporting, and donor stewardship. The Analyst works collaboratively with University Advancement Services Director, Financial Aid, Development staff, and campus partners across colleges and programs, including Deans, department chairs, and budget analysts along with Communications & Marketing, and academic leadership to support transparent reporting, meaningful donor engagement, and effective stewardship of donor-funded scholarships.

Responsibilities

Scholarship Administration & Financial Management:

• Collaborate with Financial Aid to ensure timely and accurate awarding of donor-funded scholarships in compliance with donor intent, gift agreements, fund criteria, and institutional policy.
• Analyze and reconcile underutilized donor-funded scholarship accounts to identify barriers to fund utilization, ensure alignment with donor intent and gift agreements, and develop recommendations to maximize scholarship distribution and impact.
• Reconcile scholarship awards and fund balances on a quarterly basis in partnership with the University Advancement Services Director, Financial Aid, Development staff, and campus partners across colleges and programs, including Deans, department chairs, and budget analysts.
• Identify low-balance or underutilized donor funds within the financial system; evaluate opportunities for consolidation, criteria updates, or fund modifications; and develop recommendations for the Ed Foundation Board to consolidate funds when appropriate.
• Coordinate annual scholarship distributions for endowment and current-use funds across scholarship management systems and PeopleSoft Campus Solutions.
• Prepare, validate, and troubleshoot data loads for the scholarship portal, Financial Aid distribution, and student financial systems.
• Review authorization failure reports and provide analysis, recommendations, and corrective actions.
• Prepare monthly, quarterly, and annual scholarship utilization and balance reports for management and University Advancement leadership.
• Serve as the University Advancement scholarship liaison on the Scholarship committee and oversee awarding of high-profile donor-funded scholarships.

Scholarship Data Integrity & Systems Management:

• Ensure the accuracy, integrity, fund, scholarship, and beneficiary data across integrated systems, including scholarship management platforms, PeopleSoft Campus Solutions, and Raiser's Edge/NXT donor database systems.
• Audit, reconcile, and validate scholarship criteria, donor information, fund balances, and award data between PeopleSoft, scholarship management systems, Financial Aid records, and Raiser's Edge/NXT to ensure compliance with donor intent, gift agreements, and institutional policies.
• Analyze scholarship beneficiary and donor data to support accurate reporting, stewardship, fund utilization analysis, and the timely upload and maintenance of student and donor records within the donor database.
• Develop, document, evaluate, and improve business processes, workflows, and procedures related to scholarship setup, fund administration, reconciliation, awarding, reporting, and stewardship activities to enhance operational efficiency, data integrity, and cross-functional collaboration.

Donor & Scholarship Stewardship, Communications, and Engagement:

• Create and distribute annual endowment and scholarship impact reports to donors.
• Manage gift acknowledgment processes in collaboration with Development and Advancement Services staff.
• Review gift agreements to ensure scholarships are administered in accordance with donor intent.
• Coordinate student thank-you letter processes with Financial Aid, including implementing efficiencies and automation.
• Develop and update stewardship and thank-you letter templates at least twice annually.
• Prepare fund-level and aggregate scholarship data to enhance donor communications and impact storytelling.
• Collaborate with Development and Communications & Marketing on stewardship strategies, donor-facing materials, and scholarship-related communications.
• Provide high-quality customer service to donors regarding scholarship funds, guidelines and scholarship distribution.
• Support donor-facing scholarship events and appreciation initiatives.

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Skills and Knowledge

• Experience with business process analysis and managing data across integrated enterprise systems (e.g., PeopleSoft, donor databases), including data validation, reconciliation, and reporting.
• Advanced written communication skills, including preparation of donor-facing impact reports and executive-level correspondence.
• Experience working in higher education, nonprofit organizations, or similarly complex, highly regulated environments.
• Knowledge of university infrastructure, policies, and procedures or comparable organizational structures.
• Strong fiscal management experience, including performing financial analysis, financial tracking, account reconciliation, fund monitoring, and utilization reporting to support program administration and operational decision-making.
• Demonstrated ability to analyze complex business processes, identify operational improvements, and implement solutions that enhance efficiency, accuracy, and compliance.
• Experience working in highly matrixed, cross-functional environments requiring coordination across multiple departments.
• Experience administering scholarships, endowments, restricted funds, grants, or similar programs requiring compliance with established criteria, agreements, policies, and procedures.
• Advanced proficiency in Microsoft Excel and reporting tools, including the ability to analyze large datasets, develop reports, and present findings to diverse stakeholder groups.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position. All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential