Graduate Awards Coordinator

University of British Columbia•Vancouver, BC

2d•CA$5,526 - CA$7,941•Onsite

About The Position

The Graduate Awards Coordinator is responsible for the complex administration of graduate merit-based award competitions on behalf of the university. This position oversees the application and adjudication processes for multiple award competitions involving university, provincial and national funding agencies and coordinates other scholarship / funding responsibilities of the Faculty of Graduate and Postdoctoral Studies (G+PS). This position reports to the Graduate Awards Manager and independently communicates and works with various senior staff members, graduate program staff and faculty, students, and external agencies.

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.
Related UBC experience in administrative, systems and procedures is required.
Ability to effectively use spreadsheets at an advanced level (e.g., MS Excel).
Ability to perform word processing at 50 words per minute.
Ability to effectively operate a normal range of office equipment.
Ability to deal effectively with a diversity of people and to communicate sensitively in cross-cultural situations.
Ability to effectively use word processing, database, internet, electronic email, and electronic calendaring applications at an intermediate level.
Ability to clearly describe and explain complex information clearly, both one-on-one and to groups.
Ability to communicate effectively verbally and in writing.
Ability to provide instructions in a clear and effective manner.
Ability to work effectively independently and in a team environment.
Ability to exercise tact and discretion.
Ability to train people and to adapt to their various learning styles.
Ability to explain, assign, and monitor work of others, oversee volume and ensure deadlines are met by subordinates.
Ability to maintain accuracy and attention to detail.
Strong ability to prioritize and work effectively under pressure to meet strict deadlines.
Ability to handle heavy volumes during peak periods.
Ability 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.

Nice To Haves

Undergraduate degree in a relevant discipline.
Minimum of one to two years of related experience or the equivalent combination of education and experience.
Knowledge of UBC policies and procedures related to scholarships, finance, and payroll matters preferred.
Computer experience with Access, SIS, FMIS and SISC all preferred.
Knowledge of scholarships and awards adjudication process preferred.
Knowledge of NSERC/SSHRC/CIHR and UBC Graduate Awards policies an asset.

Responsibilities

Coordinates operational support of concurrent internal and external scholarship competitions throughout year (Killam Postdoctoral Fellowships and Doctoral Scholarships, Banting Postdoctoral Fellowships, Vanier Scholarships, Tri-Agency/Affiliated Fellowships, Trudeau Scholarships, Aboriginal Graduate Fellowships) to ensure best practices are followed in adjudicating and selecting scholarship nominees/recipients.
Reviews complex queries regarding eligibility, admissibility of application materials, departmental review procedures, deadlines, and adjudication processes to determine if applications / nominations will be accepted for adjudication.
Invites UBC faculty to serve on adjudication committees.
Prepares and distributes application files to adjudicators; prepares a variety of reports and spreadsheets for adjudicators; consolidates and analyzes adjudicator rankings in preparation for committee meetings, identifying issues to be discussed by adjudicators; coordinates distribution of thank-you letters to adjudication committee members.
Reviews and revises application forms (online application system, reference forms, etc.) for upcoming competitions based on program changes and feedback from adjudicators and students.
Coordinates work of Graduate Awards team to prepare recommended files for submission to external funding; responsible for generating or revising university nomination letters on behalf of the Dean that accompany application files.
Coordinates work of Graduate Awards team to notify graduate programs of competition results, make funding offers to recipients and assign funding to recipients.
Serves as key resource for graduate programs in establishing best practices and business processes for their internal award selection and recommendation processes.
Reviews datasets to determine award amounts for internal award programs and uploads batches of award assignments to the Student Information System.
Coordinates regular SISC error searches and the resolution of outstanding issues; works with staff in Student Systems and Enrolment Services as necessary to resolve complex errors.
Works closely with Awards Analyst, Awards Manager and G+PS communications team to communicate award information effectively with students, faculty and staff.
Creates and maintains website content (e.g., dates and deadlines, award descriptions, and resource information); develops and improves content as needed.
Prepares and releases calls for applications/nominations for upcoming award competitions and other relevant announcements to students, faculty and staff in a timely manner.
Prepares Graduate Awards correspondence and other documents (such as templates for Awards clerical staff and email communication to batches of students).
Co-ordinates scheduling of Killam events.
Plans annual Killam Celebration to recognize recipients of Killam student, postdoctoral and faculty awards: compiles guest list for approval and coordinates invitations and RSVPs; books external venue and liaises with venue staff; arranges menu, entertainment and flowers; arranges for printing and signing of award certificates; organizes packaging of books and pins to be presented to winners; drafts and arranges event programme content and any other necessary written material.
Serves as key liaison between Graduate Awards and College of Graduate Studies, UBC Okanagan.
Provides administrative support to the Graduate Scholarships Committee (booking rooms, arranging catering, taking and distributing minutes and other meeting materials, and related duties).
Maintains Policies and Procedures manual for Awards team, assigning sections to staff for revision as appropriate.
Works with Awards Analyst to gather, analyze, and effectively report award-related data and statistics to internal units and external funding agencies, including maintenance of and enhancements to the Awards Database.
Liaises with Enrolment Services to provide revisions to UBC Calendar.
Serves as subject matter expert on funding-related working groups in support of Student Stream of Integrated Renewal Program (IRP).
Assists the Graduate Awards Manager and Assistant Dean, Student Administration and Awards with various ad hoc projects.
Trains new staff.