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Job Title:
Fellowship Services Manager

Department:
Graduate School | Administration

Job Description

The Fellowship Services Manager is charged with managing the Graduate School's fellowship program, including recruitment fellowships, enrichment fellowships, dissertation fellowships, and matching tuition and fee authorizations (MTFAs). This position manages the fellowship competition process, including the recruitment of faculty reviewers, nominations of students via GradAwards system, and communication efforts around nomination, awarding, and preparing trainings materials of faculty reviewers. This position manage the logistics of Fellowship Services events including the Annual Graduate School Awards Ceremony and performs other duties as assigned. This person reports to the Director of Fellowship Services and works collaboratively with the Director to support projects, initiatives, and assessment of the Fellowship program.  

Duties/Responsibilities

30% Serve as the first point of contact for Fellowship Services through the management of all incoming tickets via Salesforce and incoming calls. Manage general inquiries from prospective and current students, while providing specialized customer service to faculty and staff regarding the fellowship program. Specialized services include interpretation and explanation of Fellowship Guidelines and associated policies and procedures, issues or concerns with fellowship appointments, troubleshooting technology used in the Fellowship Program, initiating dissertation year activation, supplement management and tracking, award distributions and tracking, fee match requests and student specific requests, and Workday for fellowship appointments and payments. Works in close collaboration with the Director of Fellowship Services to escalate issues that require additional leadership consideration or petition/accommodation to Fellowship Guidelines or Graduate School Handbook; retains general knowledge and practice of other units within the Graduate School or close partners of the Graduate School to assist with other general questions from students, faculty, and staff to best direct them to the appropriate office or team member.
 

20% Serve as the primary contact and manage the Alumni Grants for Graduate Research and Scholarship (AGGRS), Graduate Associate Teaching Award (GATA), Dinius Fellowship, and Presidential Fellowship annual competitions. Collaborate with the Director of Fellowship Services to set and revise guidelines and best practices regarding these awards and competitions annually. Management of these competitions include recruitment of faculty reviewers, nominations of students via GradAwards system, and communication efforts around nomination, awarding, and preparing trainings materials of faculty reviewers.  

15% Develop, maintain and implement communication plan and annual calendar to be used by Fellowship Services throughout the annual year. Communications contain important reminders regarding fellowship and award competitions, MTFA deadlines, announcement of new initiatives, and general communication. Fellowship calendar includes all major deadlines for all competitive fellowship and awards administered by the Graduate School, as well as important deadlines for the MTFA and Fulbright Foreign Student program; work closely with the Strategic Communication Manager for university wide announcements or initiatives.

10% Develop faculty recruitment materials for fellowship and awards competitions for the Graduate School through the development of faculty repository. Mange the faculty recruitment process and serve as the primary contact in during the reviewer recruitment cycle and continuing regular communication with the reviewers throughout the year; develop and distribute faculty acknowledgement letters for faculty use in their annual reports or dossiers; maintain active tracking of faculty participation the annual review process; additionally creates and prepares meeting materials for workshops and other events administered by Fellowship Services, including PowerPoints, training materials, Microsoft Teams access, and recordings of training.

10% Work collaborative with the Director of Fellowship Services to determine mission or guidance for the Fellowship program or special programs to access relevant databases to obtain data to support projects or initiatives; works to prepare data and materials to best serve directive; collaborates with the Director of Fellowship Services to administer and analyze the regular assessment of the Fellowship Program.

15% Manage the logistics of Fellowship Services events (Fellowship Open House, Faculty Reviewer Training, Fellowship Workshop, and additional events as needed) and the Annual Graduate School Awards Ceremony. Works on special projects as assigned by the Vice Provost for Graduate Education and Dean of the Graduate School, Associate Dean for Excellence in Graduate and Postdoctoral Training, or Director of Fellowship Services; serve as back up coordinating official for the National Science Foundation Graduate Research Fellowship program; Other duties as assigned.

Education/Experience

Required: Bachelor's Degree or equivalent. Proficient in MS Access, Excel, and Tableau. Excellent communication and customer service skills. Demonstrated ability to manage multiple deadlines. Exceptional technical abilities with attention to accuracy and precision. At least 4 years of experience in related fields. 

Preferred: Master's degree. Familiarity with OSU systems, including Workday. Demonstrated experience in data analysis and reporting. Experienced in event planning.

Additional Information:

Job Profile: ACAAPSS3
Function: Academic Administration
Sub-Function: Academic Program Services
Career Band: Individual Contributor - Specialized
Career Level: S3

Job profile salary range min-mid: $49,800-$66,400

Location:
University Hall (0339)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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