Senior Scholarships Specialist

  • AFS-USA Inc
  • New York, NY, USA
Full Time Admin-Clerical

Job Description

About AFS-USA:

AFS‐USA works toward a more just and peaceful world by providing international and intercultural learning experiences to individuals, families, schools, and communities through a global volunteer partnership.

AFS‐USA is particularly proud of its staff of approximately 150 people nationwide, with its main office located in New York City. AFS‐USA is equally proud of its network of more than 5,000 volunteers located in communities throughout the United States. Our staff and volunteers work in partnership to deliver quality intercultural exchange programs to adolescents and adults, both those interested in coming to the U.S. as well as those U.S. citizens interested in experiencing life abroad.


The Senior Scholarship Specialist serves as a critical member of the Scholarship Team within the Study Abroad Experience and Operations Department at AFS-USA. The Senior Specialist’s primary responsibilities include collaborating with members of the Study Abroad, Development, Field (Staff and Volunteers), Field Finance, Finance, and Marketing teams to ensure successful implementation and allocation of scholarship funding to US students and to support broad organizational goals through Scholarships.

 Scholarship Programs Operations:

  • Collaborate with Scholarships Manager to ensure successful operations of all scholarships (Global Leaders, Faces of America, and all local and national scholarships).
  • Analyze current system of allocating scholarships. Develop and implement processes to improve efficiency and/or overall impact on SAEO.
  • Chair weekly Global Leaders FAST applications review, ensuring consistency and timely decisions to applicants/families with fellow Scholarships staff.
  • As needed, coordinate non‐Global Leaders scholarship administration, or provide field with necessary information to take it on themselves when applicable.
  • Coordinate with SAEO team as needed to maintain the program matrix as it relates to scholarship spots/recipients.
  • Maintain communication with Development, Accounting, Finance and Field Finance staff on availability of funds in order to ensure that scholarships are awarded in a timely manner.
  • Apply, monitor and track scholarship information and budget ($1 million annually) on the AFS databases (Global Link, Salesforce).
  • Monitor progress on spending both restricted and unrestricted funds throughout the fiscal year.
  • Assist Scholarships Manager with end‐of‐cycle and end‐of‐year analysis and reporting of all scholarship spending.
  • Collaborate with IT to develop and maintain scholarship reports on various platforms (Report Manager, Global Link, Salesforce.)
  • Assist Scholarships Manager and appropriate staff with the design and launch of new AFS-USA scholarships.

 Scholarships Programs Promotion:

  • Ensure that scholarships are leveraged appropriately to promote effective branding for AFS‐USA and that all outgoing materials meet AFS‐USA style standards.
  • Ensure and support written materials to communicate externally about scholarship programs to all appropriate constituencies: schools, students (AFS applicants), parents, volunteers and field staff.
  • Work with marketing staff on production of materials, organizing large‐scale mailings and social media outreach, publicizing scholarships on the AFS‐USA website and through the MyAFS. Post to the AFS Connect inbox and My Help & Learning inbox as appropriate.

 Scholarship Information Management:

  • Develop, organize, and maintain internal and external resources (e.g. My AFSHelp & Learning) such that staff and volunteers have access to current information about available scholarships, including the scholarship cheat sheet.
  • Facilitate and support training materials for national and local scholarships for staff and volunteers.
  • Coordinate promotional efforts with Marketing Team for restricted scholarships with responsible volunteers and staff, not including Sponsored Programs scholarships.

 Scholarship Recipient Management:

  • Oversee the creation and dissemination of appropriate materials for scholarship recipients (e.g., notification letters, acceptance forms, commitment to communicate with donor, commitment to volunteer upon return, etc.).
  • Coordinate follow‐up with recipients during and immediately following program to ensure compliance with donor requirements (e.g., writing Donor thank you letters, post program essays).
  • Application and distribution of scholarships funds to scholarship recipients in accordance with award amount.

 Scholarship Field Management:

  • Develop, implement and evaluate sending strategies and resources in cooperation with/ for leaders and field staff to support local scholarships.
  • Idea generation, engagement, and support field staff and volunteers to develop and maintain scholarships on the local level.
  • Provide ongoing support and training for volunteers to foster school relations and community outreach.
  • Coordinate special scholarship recruitment and distribution as necessary, including volunteer‐based scholarship programs.
  • Serve as primary Scholarships Liaison to field staff and volunteers including timely and professional response to inquiries.


  • Skilled in data management and analysis, financial tracking and reporting
  • Excellent communication skills. Able to generate and edit written messages for various audiences and formats (e.g., bulk emails, instructional materials, announcements).
  • Well organized. Able to manage multiple priorities under multiple deadlines, and able to navigate intense spikes in workload.
  • Self‐motivated. Able to maintain a high degree of quality and productivity with minimal supervision.
  • Detail oriented, but able to see, understand, and articulate the “big picture¨
  • Comfortable speaking with people of different backgrounds and ages including students, parents, volunteers, and educators.
  • Adaptable. Able to evaluate changing demands and circumstances and to adjust tactics as necessary.
  • Able to work in multiple team environments, in varying contexts.

 Work Conditions:

The Sr. Scholarships Specialist will work out of the AFS office in New York. There will be times when hours will have to be altered with seasonal fluctuations in workload and could include evening and weekend work. All hour alterations should be approved at least one week prior to actual date of hour change.

Qualifications & Skills:

  • Bachelor’s degree or equivalent experience, preferably in an education or non‐profit context and/or finance-related studies.
  • Computer literate, including word processing, spreadsheets, email, database, and internet applications. (Microsoft Word, Microsoft Teams, Microsoft Excel, general database knowledge). Experience with Salesforce preferred.
  • Foreign language proficiency is also preferable.



AFS-USA is committed to a work environment in which all individuals are treated with respect and dignity. AFS-USA prohibits all forms of unlawful discrimination, harassment and retaliation, including behavior which targets an individual or group based on perceived or actual characteristics, such as but not limited to: race, color, religion, creed, sex (including pregnancy, childbirth and related medical conditions), national origin, age, disability, military service, veteran status, marital status, partnership status, sexual orientation, familial status, gender identity, gender expression, transgender status, genetic predisposition or carrier status, alienage, citizenship status, caregiver status, status as a victim of domestic violence, sex offense or stalking, unemployment status, status as a certified medical marijuana patient or any other legally protected classification.