Administrator, Scholarship and Award Programs

Position Purpose and Summary

The Administrator, Scholarship & Award Programs is responsible for the administration of Trinity Western University's named scholarship and award programs, program endowments, and donor recognition initiatives. The role ensures the effective stewardship of donors by coordinating scholarship administration, preparing donor communications, managing award reporting, and supporting meaningful connections between donors and students.

Additional responsibilities include the administration of Trinity Western University's investment programs, including Promissory Notes and RRSP/RIF investments. The role serves as the primary administrative contact for investors, ensuring accurate financial administration, exceptional client service, timely reporting, and strong coordination with Financial Services, Olympia Trust, and the Advancement team.

Working collaboratively across Advancement, Financial Aid, and Financial Services, this position helps ensure donor intent is honoured, awards are administered accurately, and donors receive timely, personalized stewardship throughout the life of their support. Through thoughtful stewardship and operational excellence, this position also helps to strengthen investor confidence and supports the University's mission by fostering lasting relationships with those who choose to invest in Trinity Western University's future. As a member of University Advancement, this role contributes to building meaningful relationships with donors whose generosity advances God's work through Trinity Western University.

As key ambassadors of TWU, University Advancement staff aspire to the highest standards of achievement, accountability, and excellence in communications, offering their various gifts and expertise to advance the reputation of TWU as Canada’s premier Christian global liberal arts university.

University Advancement supports the ongoing transformation of the University by connecting individuals, foundation, and broader networks to God’s work of transformation in the lives of our students, faculty and staff.

This is a full-time position with a regular work schedule of 34 hours per week.

Key Areas of Accountability

Named Awards & Program Endowments

• Coordinate the administration of annual and endowed scholarship and award funds.
• Maintain accurate records of award terms, donor intent, and endowment information.
• Prepare documentation for the establishment of new scholarship and award funds.
• Draft donor award applications and supporting documentation for Advancement colleagues.
• Partner with Financial Aid to ensure awards are established, promoted, and awarded according to donor intent.
• Work with Financial Services to ensure accurate financial reporting for award funds.
• Student Assistance Fund - coordinate administration, ensure compliance with CRA requirements and work with Financial Aid and Financial Services regarding reporting and administration.

Donor Stewardship & Recognition

• Serve as the primary administrative contact for scholarship and award donors.
• Prepare annual endowment and award reports.
• Coordinate scholarship recipient thank-you letters and distribute them to donors.
• Support donor recognition initiatives that celebrate philanthropic impact.
• Assist with stewardship communications that strengthen long-term donor relationships.

Legacy Luncheon

• Coordinate student participation for the annual Legacy Luncheon.
• Communicate with donors regarding student attendance.
• Assist with event logistics related to scholarship recipients.

Investment Program Administration

• Administer the University's investment program, including Promissory Notes and RRSP/RIF investments.
• Coordinate the preparation, execution, renewal, and maintenance of all investment agreements and supporting documentation.
• Serve as the primary administrative contact for investors, responding to inquiries and providing exceptional customer service throughout the investment lifecycle.
• Maintain accurate investor records and ensure all documentation is complete, current, and securely maintained.
• Coordinate semi-annual investment renewals, interest payment elections, maturity notices, and other investor communications.
• Prepare and distribute investor correspondence, statements, and program updates in collaboration with Advancement leadership.
• Ensure all investment activities are administered in accordance with institutional policies and applicable regulatory requirements.

Gift Agreement Administration

• Draft donor gift agreements and coordinate review and approval processes.
• Maintain executed agreements within Advancement systems.
• Ensure documentation aligns with institutional policies.

Key Interactions

Key Internal Departments / Teams Interaction: Advancement Team, Financial Aid Team and Finance Team

Reports: Not Applicable

Reportsto: Senior Director, Philanthropy

Job Standards and Requirements

Education: Post-secondary degree required

Experience:

• 2–4 years of progressively responsible experience in program administration, financial administration, donor relations, advancement operations, or higher education administration.
• Experience with investments, accounting, or financial reporting is considered an asset.

Knowledge and Skills:

• Knowledge of financial and administrative processes, including confidentiality, precision, and compliance with institutional policies.
• Knowledge of donor and investor stewardship principles and service-oriented relationship management.
• Knowledge of cross-departmental operations and the roles of Advancement, Finance, Financial Aid, and external partners.
• Knowledge of Microsoft Office applications, particularly Excel, and CRM/database systems.
• Knowledge of fundraising or advancement databases is an asset.
• Strong project and program management skills, including coordinating multiple priorities, deadlines, and stakeholders simultaneously.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate professionally and compassionately with donors, investors, students, and colleagues.
• Proven ability to build and maintain positive, service-oriented relationships while providing exceptional donor and investor stewardship.
• Demonstrated ability to collaborate effectively across departments and with external partners.
• Strong organizational and time management skills, with the ability to manage competing priorities and meet established deadlines.
• Strong attention to detail, accuracy, confidentiality, and compliance when managing financial or administrative processes.

Personal

Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community.

A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU’s mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, focused. A winsome personality with a positive and friendly attitude.

Servant-Leader Way of Life

Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Benefits Of Working at TWU:

• A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
• Annual statutory holidays (14) with generous vacation accruement.
• Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
• Torch tuition scholarship for dependents of eligible employees attending TWU.
• Free access to TWU’s fitness/gym facilities and the Norma Marion Alloway Library.
• Subsidized meals at the main cafeteria.
• Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, as well as shops and restaurants in Fort Langley.
• Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
• Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.).
• Free employee parking on campus.
• Special community events throughout the year.
• Employee and Family Assistance Plan (EFAP).
• A positive Christian fellowship environment.

Trinity Western University encourages applications from all eligible candidates who are able to commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.

We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.