Position Summary:
Under direct supervision of the Director of Scholarship Operations, the Scholarship Operations Assistant provides administrative and customer service support to the Scholarship Operations team. This role focuses on answering inquiries, assisting applicants and scholars, processing correspondence, and supporting daily office operations to help ensure timely and accurate scholarship services in alignment with the mission and values of Native Forward.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities:
- Serves as a first point of contact for applicants and scholars by answering phones, responding to emails, and addressing general inquiries in a courteous and professional manner.
- Provides basic information regarding scholarship applications, deadlines, and required documentation, referring complex issues to appropriate staff.
- Assists students with navigating online scholarship applications and troubleshooting basic technical issues.
- Corresponds with applicants, recipients, and post-secondary institutions regarding application status, documentation requests, and scholarship-related information.
- Assist staff by preparing and sending correspondence, including emails, letters, and mailed documents.
- Supports the intake, organization, and tracking of scholarship documents to help ensure complete student files.
- Performs basic data entry, record updates, and document filing (electronic and paper).
- Maintains accurate and up-to-date student files while ensuring confidentiality and compliance with the Family Educational Rights and Privacy Act (FERPA).
- Assists with mailing scholarship checks and related materials to institutions and students, as directed.
- Enters basic check and mailing information into tracking logs or databases under supervision.
- Supports graduation stole distribution by assisting with inventory tracking and mailing coordination.
- Provides general office support to the Scholarship Operations team, including assisting with special projects as needed.
- Works collaboratively with team members to meet deadlines and support daily operations.
- Represents Native Forward in a professional and positive manner during interactions with students, families, and partners.
- Performs other duties as assigned.
Minimum Qualifications:
- High school diploma or equivalent required; Associate degree or technical certificate preferred.
- Six months of customer service, office, clerical, or administrative experience preferred, but not required.
- Strong communication skills and ability to provide friendly, professional customer service.
- Basic computer skills, including email, data entry, and word processing.
- Valid Driver’s License required.
- Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
Knowledge, Abilities, Skills, and Certifications:
- Knowledge of American Indian History, culture, and tribes.
- Knowledge of modern office practices, procedures, and equipment.
- Knowledge of business English, proper spelling, grammar and punctuation, and basic arithmetic.
- Ability to communicate effectively in English, both verbally and in writing.
- Ability to maintain confidentiality.
- Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds, employees, and officials.
- Ability to handle multiple tasks and meet deadlines.
- Ability to follow oral and written instructions.
- Ability to demonstrate excellence in everything and continually seek improvement in results.
- Skilled in operating business computers and office machines, including various software applications, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
- Skilled in Customer service.
- Skills in public speaking.
Physical Demands:
While performing the duties of this job, the employee regularly is required to sit, use hands to finger, handle or feel; reach with hands and arms and talk or hear. The employee frequently is required to walk. The employee, occasionally, is required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds.
Work Environment:
Work is generally performed in an office setting with a moderate noise level. Extended hours and irregular shifts may be required. Tight time constraints and multiple demands are common. Travel may be required for training, meetings, conferences, presentations, and other events.
