Position Description
The Graduate Awards Coordinator manages complex merit-based awards for all of the faculty’s graduate programs, postdoctoral fellows and graduate certificates. The position manages the application and adjudication for multiple internal and external competitions involving university, provincial and national funding agencies. This position also oversees funding and award records administration, and monitors available funding to forecast upcoming award offerings.
Work Performed
Management and oversight of award competitions & funding agreements – 65%
- Manages all aspects of numerous concurrent internal and external scholarship competitions to ensure best practices are followed in adjudicating and selecting scholarship nominees/recipients.
- Advises award applicants, evaluates applications and provides assessment (determination of eligibility) for adjudication committees.
- Evaluates exceptional award application cases and consults with the Director and/or ADG+PS when appropriate.
- Watches for students in concerning financial decisions and escalates to the Director
- Develops calendar of internal award competition deadlines that accommodates university and external deadlines, while also coordinating with the unit’s non-award deadlines to manage workload of other staff.
- Develops and executes a schedule for each competition and ensures that all applications are assessed for eligibility and completeness. Oversees work of any staff assisting with application reviews.
- Under direction of the ADG+PS, invites faculty to serve on internal adjudication committees, ensuring appropriate mix of experience and disciplinary expertise; writes content of adjudicator invites and guide to best practices for adjudicators.
- Manages all internal adjudication committees.
- Writes and develops policies and procedures for new award administration, institutes and implements forms for new award competitions aligned with G+PS best practices. For endowed awards, works closely with the Faculty’s Development team to ensure donor s intent is reflected in eligibility criteria.
- Serves as liaison with G+PS, proactively identifying how changes in awards and other funding policies will impact the unit’s workflow and procedures, and planning appropriately.
- Researches and implements liaison initiatives between the Forestry Graduate Program and other campus units related to awards and funding.
- Based on outcomes of adjudication committee meetings, responsible for advancement of nominees to university and external award competitions, preparing recommended files for submission and releasing competition results to students and faculty; responsible for generating or revising (depending on the competition) nomination letters on behalf of the ADG+PS.
- Based on outcomes of adjudication committee meetings, responsible for selection of internal award recipients, ensuring adherence to eligibility criteria and budgets. As necessary, reviews exceptional cases with the Director and ADG+PS. Notifies students of competition results.
- Prepares and releases calls for applications for upcoming competitions and other relevant announcements to students, faculty and staff in a timely manner.
- Manages all award recommendations and assignments; responsible for resolution of outstanding issues; works with G+PS and Enrolment Services staff as necessary to resolve errors.
- Develops and manages the annual review of student funding agreements. Evaluates existing processes and proposes streamlining and/or improvements.
- Analyzes financial information and monitors and reports expenditures for the unit’s operating budget.
- Writes, develops and improves awards-related website content (e.g., dates and deadlines, award descriptions, and resource information).
- Develops a deep understanding and expert use of the unit s customized database that tracks all student records, academic progress and funding.
- Organizes print and digital notices for all Award Winners and any Forestry Grad student accomplishments
Course Scheduling – 20%
- With leadership from the Director, provides significant support with course scheduling
- Learns all course scheduling systems and is point of contact for scheduling with the Director is away
- Creates reports related to course scheduling
Other Responsibilities – 15%
- Manages the Faculty’s Graduate Teaching Assistant evaluation program and subsequent reporting;
- Assists with onboarding and training of new staff
- Performs any other related duties commensurate with skills and experience.
- Needs to accommodate flexible hours, attending events.
- Performs other duties as required in the day-to-day operation of the Graduate Student Services office
- Builds and maintains knowledge of the other roles in the office and can backfill for them as needed, including learning basic advising information for the programs
- May be asked to give presentations to students and faculty and participate in events
- Expected to support with communications to students and stake holders, such as the Grad Weekly newsletter.
- Serves on Forestry and UBC committees on an as-needed basis.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the equivalent combination of education and experience.
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
- Background in finance and/or awards management
- Highly organized and meticulous accuracy, attention to detail and conscientiousness is required.
- Advanced Microsoft Office skills, in particular spreadsheets (Excel)
- Very good understanding of graduate student services awards administration and experience working in a UBC student service role an asset.
- Thorough knowledge of UBC policies and procedures related to graduate scholarships, records and finance matters.
- Ability to proactively anticipate, investigate and effectively resolve problems, and meet conflicting demands and strict deadlines.
- Ability to handle heavy volumes during peak periods.
- Demonstrated ability to take initiative and exercise good judgement.
- Must be tactful and articulate in handling sensitive/confidential matters and place a high value on customer service and professionalism.
- Ability to understand and comply with the Freedom of Information and Protection of Privacy Act and University policies and procedures.
- Excellent proficiency in English grammar, spelling and punctuation.
- Strong ability to independently prioritize workload and multi-task to achieve positive outcomes in line with the strategic objectives of the program.
- Ability to demonstrate innovative and independent thinking and to take a proactive approach, especially when handling non-routine matters.
More Details and How to Apply
Applicants can learn more about the role and submit their applications by September 2, 2024 via the UBC Careers website.