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Graduate Scholarship Officer, Dean's Office - Grad Studies, Faculty of Graduate Studies

Job ID: 21759

Updated: November 19, 2020

Location: Main Campus

Position Overview

Faculty of Graduate Studies is currently seeking a Full-time Temporary Relief Graduate Scholarship Officer for approximately 18 months.

The Faculty of Graduate Studies has 6700+ graduate students in 55 programs within the university. In support of graduate student success and in recognition of academic excellence, the Graduate Award Office disburses millions in scholarships and awards annually.

Reporting to the manager, graduate awards with daily supervision and direction from the team lead, graduate awards; this position requires work both independently and as a member of a collaborative, student-centred team. The nature of the work is one of continuous change, shifting priorities and consecutive deadlines. There is a high impact of error, requiring the ability to organize, multi-task, prioritize duties and manage high levels of stress at peak periods. The position uses strong communication and team skills and requires the ability to exercise independent decision making in determining priorities and deadlines for the work following outlined procedures and guidelines.

The incumbent is required to represent the University and the Faculty of Graduate Studies to students, faculty, staff and funding agencies; and has responsibility for administration of graduate award competitions and scholarship payments. The role requires in-depth knowledge of competition regulations, eligibility criteria, application process and deadlines as well as demonstrated financial experience and understanding of University of Calgary and government granting agency funding regulations.

Attention to detail is critical - decisions made will have direct consequences for financial systems and students and the impact of errors is high. The position is multi-faceted, requiring flexibility and multi-tasking. It requires that multiple, competing deadlines throughout the year be met with satisfactory outcomes for all involved.

The role requires proficiency in MS Office, oral and written communications and the ability to work with high standards of discretion, confidentiality and professionalism. Longer hours may be required during peak competition periods.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Leadership/Supervision

  • Manage major award competitions ensuring criteria, regulations and deadlines are met
  • Manage student award payments and reconciliation to funding agencies ensuring accuracy and timeliness
  • Provide direction and all information to team members/stakeholders required to complete tasks
  • Develop and builds excellent working relationships with stakeholders to achieve a common goal
  • Understand the diversity of the stakeholders, treats everyone with respect and dignity
  • Act as a liaison between students, supervisors/program administrators, Development Office and funding agencies
  • Exercise sound judgment and decision making, identifying potential problems and solutions

Award Competitions

  • In-depth knowledge of the lifecycle of a graduate award, from competition to payment and reconciliation
  • In-depth knowledge of the policies, processes and procedures of the various graduate award competitions, funding agencies and the University
  • In-depth knowledge of the different payment schedules of the various graduate awards
  • Ensure eligibility criteria is met before offering and paying an award to meet audit requirements
  • Complete timely scholarship reconciliation and submission of necessary documentation to external funders
  • Communicate information clearly and effectively; through oral or written communication, and information sessions and workshop presentations
  • Maintain accurate records/minutes documenting adjudication results, decisions, student correspondence
  • Support other team members during competitions
  • Coordinate various scholarship committees for the purposes of ranking applications
  • Manages major award competitions ensuring criteria, regulations and deadlines are met
  • Provide direction and all information to team members/stakeholders needed to complete the required task
  • Develop and builds excellent working relationships with stakeholders to achieve a common goal
  • Understand the diversity of the stakeholders, treats everyone with respect and dignity
  • Act as a liaison between students, supervisors/program administrators, Development Office and funding agencies
  • Exercise sound judgment and decision making, identifying potential problems and solutions

Technical Support

  • Maintain a high level knowledge of the systems required to support the work; PeopleSoft, EFIN, SharePoint, BIA Reporting tools, Excel, Outlook and others as required
  • Identify system issues, works closely with IT on solutions, and tests fixes/upgrades to current systems
  • Complete ongoing training and learning to stay current with technological changes
  • Maintain a high level knowledge of the various external funder portals and secure sites

Other

  • Manage own time to effectively accomplish tasks and to ensure deadlines are met
  • Exercise sound judgment and decision making following outlined procedures and guidelines
  • Ensure that immediate supervisor is kept informed of activities and progress of work
  • Ensure that the work assigned is completed, in compliance with all Faculty of Graduate Studies and University of Calgary policies and procedures
  • Other duties as required

Qualifications / Requirements:

  • A Bachelor's degree, preferably in a relevant discipline is required
  • 5 years of related, progressive experience in administration including working with multiple stakeholders is required
  • 3 years of experience related to managing student awards, adjudications and/or management of government grant applications is required
  • 5 years of related experience working in financial reconciliations and demonstrated sound understanding of financial principles is required
  • Experience with following government and University compliance requirements is required
  • Demonstrated strength in organizational skills and attention to detail; able to deal with multiple deadlines and priorities and multi-task in a fast paced, high volume environment
  • Demonstrated ability to understand policy and process documents is required
  • Demonstrated excellence in written and oral communication skills
  • Demonstrated technical expertise (PeopleSoft, BIA Reporting, Word, Excel, PowerPoint)
  • Demonstrated ability to work collaboratively with clients/students, staff and all other stakeholders at all levels to achieve successful outcomes
  • Initiative to identify areas for improvement and possible solutions
  • Proven ability to work with a high degree of independence, including the ability to make independent decisions.

Application Deadline: November 25, 2020

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Graudate Studies visit Careers in the Faculty of Graduate Studies.

 

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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