5 Actionable Steps to Build a Sustainable Scholarship Staff and Improve Retention
Scholarship program leaders know that retaining knowledgeable, skilled staff is crucial for delivering high-quality services, maintaining donor relationships, and supporting students effectively. But the unique demands of scholarship work can sometimes lead to burnout, turnover, and repetitive rehiring costs. To create a more sustainable, stable team, you can take proactive steps that set up your staff—and your program—for success.
Here’s how to get started.
1. Position Scholarship Roles at the Right Skill and Compensation Levels
One of the biggest drivers of turnover is when staff are hired into roles that don’t align with the actual responsibilities or are under-compensated for the skills required. Start by taking a close look at your scholarship job descriptions and consider if these roles require skills more advanced than entry-level:
Actions to Take:
Re-evaluate job titles and descriptions: If your scholarship staff manage donor relations, oversee compliance, or handle data management, consider adjusting titles to reflect these higher-level responsibilities.
Adjust salary and benefits accordingly: Set compensation that aligns with the complexity of the role. Well-compensated staff feel more valued and are less likely to leave for better offers.
Set experience expectations clearly: Specify the necessary experience level, from database management to donor engagement, so applicants know exactly what’s required and can hit the ground running.
2. Make Role Expectations Clear Before Hiring
Scholarship cycles are unique, with intense application seasons followed by quieter periods. Setting clear role expectations upfront—both in job postings and during interviews—helps new hires anticipate the rhythms and workload of the position.
Actions to Take:
Outline the cycle of work clearly: Include information on peak and slow periods in job postings and interviews. Highlight any special responsibilities that come with each phase of the scholarship cycle.
Clarify available support: If your organization brings in interns, temp workers, or other departments for help during high-need times, make this known. New hires will feel more prepared and supported when they know resources are available.
Communicate workload variations: Mention off-season tasks, such as process improvement or professional development, to help potential staff understand how their role will evolve throughout the year.
3. Design a Comprehensive Onboarding and Training Program
The nuances of scholarship administration can make onboarding complex. Set new hires up for success by designing a structured training program that covers everything from the basics of scholarship compliance to internal processes for donor engagement and recordkeeping.
Actions to Take:
Develop an onboarding plan: Ensure new hires understand your scholarship cycle, compliance regulations, and key processes. Consider a “scholarship handbook” with essentials for their role.
Provide mentorship opportunities: If internal expertise is limited, pair new hires with a mentor from another department or a partner organization. This can give them insight into industry standards and best practices.
Build relationships early: Facilitate introductions to key stakeholders, from board members to long-time donors. These connections can provide new hires with context and confidence as they settle into their role.
4. Invest in Professional Development and Ongoing Learning
Scholarship work can feel repetitive, especially with the cyclical nature of the role. To keep staff motivated and engaged, offer professional development opportunities that build new skills and give them the chance to grow within their role.
Actions to Take:
Offer targeted training: Send staff to the National Scholarship Providers Association (NSPA) conference, host workshops, or invite guest speakers to cover topics like donor engagement or program evaluation.
Add responsibilities for growth: Consider giving staff more responsibility, such as supervising interns or leading specific projects, during less busy times.
Encourage networking: Give staff opportunities to join scholarship or nonprofit associations, including NSPA, which can broaden their perspectives and build professional networks.
5. Create a Pathway for Career Advancement
Staff are more likely to stay long-term if they see a future with your organization. Even if direct promotions aren’t feasible, there are still ways to offer growth. A clearly defined career path can give staff motivation and a sense of purpose, which in turn fosters loyalty.
Actions to Take:
Discuss career goals: Regularly talk to staff about their aspirations. Consider creating lateral moves or cross-training that align with their interests.
Create leadership opportunities: For example, staff might take the lead on a new initiative, or represent the scholarship program in community outreach.
Celebrate and recognize achievements: Acknowledge milestones, from meeting application goals to successful program expansions, with rewards like public recognition, bonuses, or additional responsibilities.
Looking for Tailored Solutions to Build a Stronger Scholarship Team?
Discover how capacity-building strategies can strengthen your scholarship program’s sustainability and staff retention. Schedule a consultation call with us to discuss ways to implement these approaches for your organization.
In our recent work with a community foundation, we helped re-define scholarship roles, design strategic onboarding, and create growth opportunities tailored to their specific needs. This approach not only boosted staff retention but also enhanced the program’s impact. Check out the case study.
Let’s explore how we can help you create a more resilient, effective scholarship team.
