Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
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. In the absence of the Graduate Awards Manager (currently a 50% position due to secondment), the Coordinator supervises three Graduate Awards Clerks. This position independently communicates and works with the Associate Dean - Funding, Assistant Dean - Student Administration and Awards, Awards Analyst, other senior staff members in the Dean's Office, graduate program staff and faculty, students, Enrolment Services, Financial Services, external donors and federal/provincial granting agencies.
Coordination and oversight of award competitions 60% - Manages concurrent internal and external scholarship competitions throughout year (Killam Doctoral Scholarships, Vanier Scholarships, Tri-Agency/Affiliated Fellowships, Trudeau Scholarships, DAAD, Alcan, etc.) to ensure best practices are followed in adjudicating and selecting scholarship nominees/recipients: calculation of application quotas, support of adjudication committees, recommendation of award offers within planned budgets, approval of exceptions. - Develops calendar of award competition deadlines that meets external agency deadlines and manages workload for Awards staff. - Develops a schedule of Awards Clerks' responsibilities for upcoming competitions and oversees work of Awards Clerks in reviewing applications for eligibility and completeness. - Works in partnership with Awards Analyst to calculate the application allocations and quotas assigned to graduate programs and disciplinary Faculties; approves exceptional revisions to those quotas. - In cases when established policies and procedures are insufficient, reviews complex queries brought forward from Graduate Awards staff regarding eligibility, admissibility of application materials, departmental review procedures, deadlines, and adjudication processes to determine if applications / nominations will be accepted for adjudication. - Determines which UBC faculty will be invited to serve on adjudication committees, ensuring appropriate mix of experience and disciplinary expertise; directs content of adjudicator invites and guide to best practices for adjudicators - Serves as primary liaison between Graduate Awards and faculty adjudication committees; oversees preparation and distribution of application files to adjudicators; prepares variety of reports and spreadsheets for adjudicators; consolidates and analyzes adjudicator rankings in preparation for committee meetings, identifying issues to be discussed by adjudicators. - Based on program changes and feedback from adjudicators and students, reviews and revises application forms (online application system, reference forms, etc.) for upcoming competitions. - Coordinates work of Graduate Awards team to prepare recommended files for submission to external competitions. - Releases competition scores and results to graduate programs. - Serves as liaison between Graduate Awards and external funding agencies, proactively identifying how changes in funding agency policies and procedures will impact Graduate Awards and planning appropriately. - Based on outcomes of adjudication committee meetings, responsible for selection of nominees to external award competitions and coordinates work of Graduate Awards team to prepare recommended files for submission to external funding agencies and to release competition results to graduate programs; responsible for generating or revising (depending on the competition) university nomination letters on behalf of the Dean that accompany application files. - Based on outcomes of adjudication committee meetings, responsible for selection of award recipients in university-wide competitions, ensuring adherence to eligibility criteria and budgets. As necessary, reviews exceptional cases with Associate Dean, Funding. 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 primary resource for graduate programs in establishing best practices and business processes for their internal award selection and recommendation processes. General Administration and Communications 40% - In absence of Graduate Awards Manager, supervises the work of the Graduate Awards clerks to ensure efficient, timely, and accurate payment of award funding to graduate students. - Responsible for training new staff. - Maintains Policies and Procedures manual for Awards team, assigning sections to staff for revision as appropriate. - Works in partnership with Awards Analyst to gather, analyze, and effectively report award-related data and statistics, including maintenance of and enhancements to the Awards Database. - 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). - Serves as key liaison between Graduate Awards and College of Graduate Studies, UBC Okanagan. - 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. - Performs any other related duties commensurate with skills and experience.
Works autonomously within general guidelines set by the Graduate Awards Manager. Performs duties independently and takes initiative in responding to new situations / duties.
This position does not have any direct reports but is responsible for supervisory duties in the absence of the Graduate Awards Manager (currently a 50% position due to secondment) and provides functional supervision to the Graduate Awards Clerks as appropriate.
Consequence of Error/Judgement
Consistent, transparent application of established award policies and procedures is crucial to maintain fairness in adjudication and payment of award funding. While funding decisions are made by adjudication committees comprising faculty members, this position plays a key role in interpreting existing policies and procedures for new and unique circumstances and making decisions regarding eligibility of award applicants, admissibility of application documents, and eligibility to receive award payments. This position is responsible for recognizing the need for and implementing changes to key awards policies and procedures. Position has responsibility to maintain a detailed understanding of complex awards policies and procedures, both those of UBC and those of multiple external agencies, in order to provide accurate information to UBC faculty, staff and students and in order to make frequent evaluations regarding students' eligibility to apply for and receive award funding. Failure to observe carefully internal and external policies and procedures and to adhere to the stated terms of awards can have significant financial impact, and may also impact the relationship of the University with donors, external funding agencies and provincial/federal research councils. Failure to meet the conditions of an award established through a bequest could place the University in violation of the trust established by the donor's estate and error could result in the withdrawal of funding. If award assignment is not accurate and consistent with the guidelines established by the University, students, staff and faculty may be misinformed and the award policies will be seen as unfair and inconsistent. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of The Dean and/or The Faculty of Graduate and Postdoctoral Studies.
Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the equivalent combination of education and experience. 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. 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.
. Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.