Graduate Awards Administrator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Student Management, Level A

Job Title
Graduate Awards Administrator

Department
Student Academic Services, Graduate Awards and Finance | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range
$5,209.17 - $7,485.33 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
April 4, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Nov 30, 2024

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

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. 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 Administrator is responsible for supporting the Graduate Awards Manager and Graduate Awards Analysts positions as the entire Graduate Awards team transitions to new student information (Workday Student) and awards management (Appian) software platforms in 2024. This position will play a key role in the reconfiguration of complex systems, workflows and communications that enable, in partnership with ~80 distinct graduate programs and other key units across campus, a broad range of graduate award programs that provide $65 million of award funding to UBC-Vancouver graduate students each year.
Organizational Status
Reporting to the Assistant Dean, Student Administration and Awards, the Graduate Awards Administrator independently communicates and works with other senior staff members in the Dean’s Office, graduate program staff and faculty, students, Enrolment Services, Financial Services, the Office of Research Services, the Development Office, external donors and federal/provincial granting agencies.
Work Performed

Graduate Awards Data and Analysis

• Reviews and uploads of bulk award assignments
• Provides regular award reports (e.g., GSI, 4YF, etc.) to graduate programs and Faculties
• Manages graduate awards data across systems including SISC, Appian, and the Graduate Awards Development Database, ensuring new awards are created and available amounts are accurately set following guidelines and in alignment with the Development Office and Enrolment Services
• Reviews and confirms sessional award amounts available, rolls award cycles and sets award attributes in SISC and Appian
• Facilitates assignment of department-recommended awards – notifies graduate programs of amounts available, responds to questions, and makes adjustments as needed
• Assists with investigation and resolution of data and budget variances and system errors

Graduate Awards Management

• Assists Graduate Awards Manager and Graduate Awards Coordinator with management of internal and external award competitions
• Assists Graduate Awards Manager with investigation and resolution of exceptional requests that fall outside established policy and practice
• Reviews and approves award offers via SISC and Appian on behalf of the Dean

IRP

• As subject matter expert, assists with testing and trouble-shooting of new Appian award platform
• Reviews and updates workflows to align with new Workday Student and Appian platforms
• Develops and updates training materials and documentation, and conducts training sessions for staff as new workflows, procedures, and systems are implemented
• Works with G+PS Communications Manager and other G+PS staff to make updates to Graduate Awards section of website to align with implementation of Workday Student and Appian award platforms

General

• Assists the Assistant Dean, Student Administration and Awards with various ad hoc projects.
• Performs any other related duties commensurate with skills and experience.

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 an 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.
Supervision Received

Works autonomously within general guidelines under the direction of the Assistant Dean Student Administration and Awards. Performs routine duties independently and takes initiative in responding to new situations / duties.

Supervision Given
This position does not have any direct reports but is responsible for providing functional direction to Awards Clerks in some areas.
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
- 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

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 for Microsoft Office suite, SISC and Workday. 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.