Role Definition

PYA Sponsorships / Scholarships Coordinator

The Sponsorships / Scholarships Coordinator supports PYA by growing community support and helping remove barriers to participation. This role focuses on fundraising partnerships, sponsor relations, and fair scholarship processes so PYA can serve more families sustainably.

Purpose Responsibilities Boundaries

Purpose of the Role

The Sponsorships / Scholarships Coordinator strengthens PYA’s financial support through local partnerships and ensures scholarship assistance is handled fairly and respectfully. The goal is to grow resources, recognize community supporters, and help families participate without stigma.

Primary Responsibilities

1) Sponsorship Outreach & Relationship Building

Recruits and maintains relationships with sponsors and community partners
Coordinates outreach messaging, sponsor packets, and renewal communication
Ensures sponsors receive clear info on benefits, timelines, and expectations

2) Sponsorship Packages & Deliverables

Supports development of sponsor levels/packages (board approval required)
Tracks sponsor deliverables (banners, web logos, announcements, etc.)
Coordinates with PR/Website leads to ensure sponsor recognition is accurate

3) Scholarship Process & Administration

Manages scholarship requests using board-approved criteria and process
Maintains confidentiality and treats families with dignity and respect
Coordinates with Treasurer/registration leads to apply scholarships appropriately

4) Documentation & Tracking

Tracks sponsor commitments, payments, and renewal status (in coordination with Treasurer)
Maintains a scholarship log per board process (non-public / confidential)
Ensures agreements and records are organized for year-to-year continuity

5) Donor Stewardship & Recognition

Coordinates thank-yous and sponsor recognition (posts, signage, announcements)
Supports sponsor satisfaction by ensuring promised benefits are delivered
Builds trust through timely communication and professionalism

6) Fundraising Coordination (As Assigned)

Supports fundraising initiatives tied to sponsorships or scholarship funding
Coordinates with events/PR/board to align messaging and timing
Ensures fundraising plans follow board policies and transparency standards

Role Boundaries

The Sponsorships / Scholarships Coordinator does not set scholarship amounts, approve funding alone, or make financial commitments without board/Treasurer approval. Sponsor package pricing, contracts, and major commitments require board authorization. Scholarship information is confidential and shared only as required to apply assistance appropriately through approved processes.