Graduate Awards Coordinator Jobs

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Student Management, Level A
Job Title
Graduate Awards Coordinator
Department
Graduate Student Services | Dean's Office | Faculty of Forestry
Compensation Range
$4,688.67 - $6,754.00 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
May 31, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students, and is essential to fostering an outstanding work environment. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career
Job Summary
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.
Organizational Status
Reports to the Forestry Graduate Program Director. Independently communicates and works with the Associate Dean of Graduate & Postdoctoral Studies. Works with Dean's office staff and faculty, department administrators, students, Faculty of Graduate & Postdoctoral Studies, Enrolment Services, and Financial Services. Communicates with prospective graduate students, external funding and government agencies, and other outside organizations.
Work Performed
Management and oversight of award competitions - 75%

• 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.
• Researches and implements liaison initiatives between the Forestry Graduate Program unit and other campus units related to awards and funding.
• 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 Associate Dean. Notifies students of competition results.
• 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.
• Manages all internal adjudication committees.
• Manages all aspects of numerous concurrent internal and external scholarship competitions to ensure best practices are followed in adjudicating and selecting scholarship nominees/recipients.
• 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.
• Prepares and releases calls for applications for upcoming competitions and other relevant announcements to students, faculty and staff in a timely manner.
• Evaluates exceptional award application cases and consults with the Director and/or Associate Dean when appropriate.
• Identifies students in financial crisis including evaluating documentation and working closely with the Director, Graduate Student Academic Services, advises on requests for emergency funding,
• Under direction of the Associate Dean, 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.
• Advises award applicants, evaluates applications and provides assessment (determination of eligibility) for adjudication committees.
• Based on outcomes of adjudication committee meetings, responsible for selection 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 Associate Dean.
• 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.

Administration - 25%

• Needs to accommodate flexible hours, attending events.
• Kudos / Atrium Screen notices for all Award Winners and any Forestry Grad student accomplishments
• 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.
• Performs any other related duties commensurate with skills and experience.
• Analyzes financial information and monitors and reports expenditures for the unit s operating budget.
• Develops and manages the annual review of student funding agreements. Evaluates existing processes and proposes streamlining and/or improvements.
• Develops a deep understanding and expert use of the unit s customized database that tracks all student records, academic progress and funding.
• Manages the Faculty s Graduate Teaching Assistant evaluation program and subsequent reporting;
• Oversees the unit s policies and procedures manual, assigning sections to staff for revision as appropriate.
• Trains and supervises temporary support staff.
• Writes, develops and improves awards-related website content (e.g., dates and deadlines, award descriptions, and resource information).

Consequence of Error/Judgement
Decision-making is based on a thorough knowledge of the policies and procedures of the University and the Faculty. Consistent, transparent application of award policies and procedures is crucial to maintain fairness in adjudication and assignment of funding. Responsible for maintaining a detailed understanding of numerous and complex awards policies and procedures, for both internal and campus-wide competitions, as well as those of multiple external agencies, to provide accurate information to faculty, staff and students, and in order to make frequent evaluations regarding eligibility to apply for and receive award funding. In addition, this position is responsible for ensuring that graduate student awards, funding and academic progress milestones are accurately tracked and methodically monitored.
Failure to meet the conditions of an award established through a bequest could place the Faculty and/or University in violation of the trust established by the donor s estate and could result in the withdrawal of funding. Errors could seriously impact the academic progress and/or financial situation of individual students and postdoctoral fellows, as well as the Faculty s ability to effectively manage its programs. Incorrect advice or errors could also adversely affect the reputation of the Faculty and University, and also result in students missing scholarship opportunities, overpayments, deficits or inappropriate charges being made to funding which must be covered using Faculty funds.
Supervision Received
Works independently without direct supervision and autonomously within general guidelines set by the Director. Work is reviewed for achievement of objectives, soundness of judgement, effectiveness of services provided and conformity with University policies and guidelines.
Supervision Given
May supervise temporary support staff or student work learn positions
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience, or an equivalent combination of education and experience

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications
Undergraduate degree in a relevant discipline. Very good understanding of graduate student services awards administration and experience working in a UBC student service role an asset. Experience supervising staff and/or student staff preferred Thorough knowledge of UBC policies and procedures related to graduate scholarships, records and finance matters. Experience with SISC and FMIS preferred. Advanced Microsoft Office skills, in particular spreadsheets (Excel), as well as Access databases and Qualtrics. Background and/or interest in forestry, conservation and wood product research areas an asset. Meticulous accuracy, attention to detail and conscientiousness is required. 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.