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Position Summary:
Reporting to the Director Strategy and Operations, Graduate and Postdoctoral Studies, manage the graduate student funding allocation by distributing a multi-million-dollar envelope to the Faculties on an annual basis. Responsible for internal fellowships and named awards, as well as sponsorship agreements with foreign agencies. Oversee the operations of the McCall MacBain Scholarships Program at McGill. Provide professional expertise and advice to internal and external stakeholders. Make recommendations about the strategic use of graduate student funding. Directly supervise administrative staff.
Primary Responsibilities:
Manage the graduate funding allocation by distributing a multi-million-dollar envelope to the Faculties on an annual basis, according to an established formula. Create financial models to project and assess the implications of changes to the allocation formula and allocation mechanisms. Make recommendations based on these models.
- Periodically review Faculty/unit spending and analyze reports to ensure optimal use of funds.
- Provide professional advice to Faculties and departments on the strategic use of funds to achieve the university’s strategic enrolment goals.
- Work with the Dean, Associate Deans, and other stakeholders to develop policies for various centrally-driven funding programs and allocation mechanisms.
- Oversee and monitor the implementation of short and long-term plans to provide services to Faculties, departments and students regarding graduate student support.
- Develop, implement and maintain information on graduate student funding.
- Draft strategic background and operational reports / position papers for academic and administrative leaders.
Responsible for sponsorship agreements with foreign agencies. Develop funding packages and co-funding scenarios for sponsorship agreements. Negotiate agreements. Monitor compliance with agreement terms.
- Liaise with graduate units regarding admission of students under sponsorship agreements.
- Develop content for and deliver information sessions regarding sponsorship opportunities.
- Provide professional expertise and advice to sponsored students from acceptance to graduation.
- Interpret agreement terms to ensure compliance.
- Build and maintain productive relationships with foreign agencies and government representatives.
Oversee the operations of the McCall MacBain Scholarships Program at McGill. Act as the point person for the financial management of the program. Develop administrative and tracking mechanisms to ensure compliance.
- Design a framework with all stakeholders (e.g. Student Accounts, University Advancement) for the effective management and implementation of the program.
- Ensure correct invoicing of students and the McCall MacBain Foundation.
- Provide professional expertise and advice on graduate scholarships.
- Track student success and report to the McCall MacBain Foundation in a timely fashion.
- Write operational reports for internal and external purposes.
- Oversee the disbursement of the Finalists’ Awards.
Analyze and consult a wide variety of resources to build reports on graduate funding. As the subject matter expert, provide recommendations and make informed decisions about graduate funding. Keep abreast of trends in graduate funding that may impact McGill’s strategy.
- Provide professional expertise and advice to internal and external stakeholders regarding graduate funding.
- Analyze graduate student funding trends and statistics in collaboration with Analysis, Planning and Budget (APB). Prepare relevant reports.
- Define graduate student financial needs and assess graduate funding reporting requirements in collaboration with SSAO.
- Prepare and analyze reports for University Advancement to ensure compliance with donor funds.
- Maintain contact with external partners (Ministry of Education, Global Affairs, Canada, Embassies, Mitacs, government agencies, foundations) to support McGill’s graduate funding strategy.
- Represent GPS on university committees as the subject matter expert on graduate funding.
Manage internal fellowships and named awards. Determine appropriate mechanisms to distribute funds. Administer internal processes related to distribution of funds. Supervise administrative staff.
- Manage the logistics of internal funding processes – setting internal deadlines, attending committee meetings, making decisions and announcements.
- Forecast and allocate, according to defined mechanisms, fellowship funds under the administration of GPS.
- Oversee the post-award administration of fellowships, including fund openings for new awards, establishment of procedures for disbursement, administration of unpaid leaves, interruptions, and ongoing student eligibility and terminations.
- Perform monthly reconciliations of fellowship funds and take action to resolve irregularities and outstanding issues.
- Work with Faculties and departments with regard to exception management – including, but not limited to awardees that become ineligible.
- Develop training, orientation, and reference materials regarding graduate student funding policies and practices for departmental staff and faculty.
- Manage support staff and daily operations for internal funding. Assign priorities, manage and monitor workload.
Other Qualifying Skills and/or Abilities
- Proven planning, organizational, problem-solving, and decision-making skills.
- Demonstrated ability to work on multiple initiatives and to manage deadlines.
- Excellent analytical skills and ability to work with data to inform strategy.
- Good understanding of accounting principles, and knowledgeable about budgeting and resource allocation in a complex academic environment. Proven knowledge of graduate student funding.
- Self-motivated and a highly collaborative team player.
- Ability to establish and maintain strong relationships with a variety of stakeholders across the University and externally.
- Demonstrated knowledge of university processes around the student life-cycle, such as admissions, progress tracking, and graduation.
- Demonstrated ability to work in a computerized environment using spreadsheets and databases. Intermediate to advanced proficiency in Microsoft Excel. Experience with McGill systems (Banner, Minerva, Data Warehouse).
- Ability to communicate effectively in English and French.
Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4
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Minimum Education and Experience:
Bachelor's Degree 3 Years Related Experience /
Annual Salary:
(MPEX Grade 05) $69,430.00 - $86,790.00 - $104,150.00
Hours per Week:
33.75 (Full time)
Supervisor:
Director Strategy & Operations
Position End Date (If applicable):
Deadline to Apply:
2024-03-31
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .