Graduate Awards Analyst

University of British Columbia•Vancouver, BC

2d•CA$6,950 - CA$9,993•Onsite

About The Position

The Graduate Awards Analyst plays an integral role in the complex administration of graduate merit-based awards for the university and is a key participant in the long-term planning for graduate awards programs and strategic initiatives. This position is responsible for long-range forecasting of award budget funding and funding allocations to graduate programs of more than $54 million per year to UBC graduate students, for the data systems, records and reporting that underpin the Awards team s business processes and for new award development.

Requirements

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

Nice To Haves

Undergraduate degree in a relevant discipline.
Minimum of three to four years of related experience or the equivalent combination of education and experience.
Requires related UBC experience in administrative, systems and procedures.
Knowledge of UBC policies and procedures related to scholarships, finance, and payroll matters preferred.
Some knowledge of scholarships and awards adjudication process preferred.
Knowledge of NSERC/SSHRC/CIHR and UBC Graduate Awards policies an asset.
Advanced computer experience required (MS Office suite, SISC and FMS).
Ability to maintain accuracy and attention to detail.
Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.
Strong ability to prioritize work.
Effective oral communication skills.
Ability to communicate sensitively in cross-cultural situations.
Ability to communicate complex information clearly, both one-on-one and to groups.
Ability to exercise utmost tact and discretion, and to understand and comply with the Freedom of Information and Protection of Privacy Act and University policies and procedures.
Ability to analyze problems, identify key information and issues, and effectively resolve them.
Ability to work effectively in a team environment or independently.
Ability to supervise the work of others, oversee volume and ensure deadlines are met by subordinates.
Ability to provide instructions in a clear and effective manner; to train people and to adapt to their various learning styles.

Responsibilities

Designs and implements system improvements to integrate data from multiple sources (FMS, SISC, Awards Database, etc.) to support complex budget forecasting and financial reconciliation of award payments against budgets and against funding provided by external agencies
Reviews and approves annual award budget/spend allocations for endowed awards (Department-recommended awards, Affiliated Fellowships, Spring Graduate Awards, etc.)
Responsible for calculation of annual Four Year Fellowships and Graduate Support Initiative allocations to disciplinary Faculties (annual budgets totaling $29M)
Confirms sessional award amounts available (external, GPO, endowed and annual) in the Student Information System
Compiles and analyses complex datasets to determine award assignment amounts for bulk assignment of awards (International Tuition Award, Four Year Fellowship, renewal of multi-year external awards, etc.)
Has signing authority for Awards P/Gs and approves award offers via the Student Information System on behalf of the Dean
Provides analysis of complex award data and statistics used to prepare financial projections and forecasts; synthesizes data from a wide variety of sources (internal and external to UBC) to develop datasets that provide timely and relevant information for Graduate Awards planning and to meet reporting requirements of other UBC units and external funding agencies (Tri-Agency, Killam Trust, etc.)
Works closely with Enrolment Services, UBC Financial Services, IT Services and other partners to implement improvements to award databases, to reduce duplication and possibility of errors, increase efficiency and comply with FIPPA policies; provides subject matter expertise and coordinates testing support in development of new systems or improvement and enhancement of existing systems; key resource for SASI project.
Develops and maintains a data warehouse for detailed records of award funding (including student data, graduate program data, and actual amounts paid) to support reporting on academic and fiscal year basis for variety to audiences
Develops, regularly reviews, and initiates improvements to standardized Awards reports (GSI and 4YF reports, graduate program reviews, award amounts available for department-recommended awards) in order to provide consistent, timely data to various internal and external bodies: external funding agencies, the Office of the Provost, graduate programs, Enrolment Services, etc.;
Calculates graduate program application allocations and quotas for university-wide competitions (doctoral and Master s Tri-Agency and Affiliated Fellowship, Vanier Scholarships and other competitions);
Responds to unique requests for awards datasets from various internal and external bodies;
Maintains graduate awards data in SISC (creation of new awards, setting available amounts, etc.) in consultation with the Development Office and Enrolment Services;
Develops, regularly reviews, and initiates improvements to record/data filing and storage systems (hard copy and electronic) for Graduate Awards team in accordance with university policies; oversees record-keeping among Awards Clerks to ensure records are stored in an appropriate and accessible manner;
Responsible for Awards databases, including design, rebuild/redevelopment, and implementation of structural improvements; ensures appropriate security controls; creates new queries, forms and reports for Awards databases; maintains key tables in Awards databases;
Works with Systems and Data Analysis Manager in the Faculty of Graduate and Postdoctoral Studies to coordinate Awards record keeping with other systems used in Dean s Office;
Serves as subject matter expert on funding-related working groups in support of Student Stream of Integrated Renewal Program (IRP)
Liaises with UBC Development Office and Legal Counsel to review proposed new awards and consider revisions to existing awards to better serve students and donors wishes;
Regularly reviews and implements strategy to maximize endowed awards and ensure capital preservation while meeting the terms and conditions of the Endowment Deeds;
In consultation with Development Office and Awards Manager, develops appropriate administrative structures for new or lesser subscribed funding programs to ensure effective communication of and participation in funding opportunities;
Represents Assistant Dean, Student Administration and Awards, at meetings of Senate Awards Committee as necessary.
Assists Assistant Dean, Student Administration and Awards with various ad hoc Awards-related initiatives and projects.
Trains new clerical and secretarial staff (new full-time employees and temporary staff) in areas of Awards Analyst s responsibility.
Performs any other related duties commensurate with skills and experience