Graduate Awards Clerk

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title

Graduate Awards Clerk

Department

Graduate Awards | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

May 16, 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

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 Description Summary

This is a multi-incumbent position; each Awards Clerk oversees an assigned portfolio. Responsible for complex administration processes of merit-based awards totaling approximately $50 million in the Faculty of Graduate and Postdoctoral Studies, in support of over 10,000 graduate students from over 85 graduate programs across UBC. Works in a deadline-driven environment in which setting of priorities is crucial.

Organizational Status

Reporting to the Graduate Awards Manager, the Awards Clerks are integral members of the Awards team. This position communicates and works with students, other staff members of the Dean s Office, graduate program staff and faculty, Enrolment Services, Financial Services, external donors and federal/provincial granting agencies.

Work Performed

Administration of Award Payments 50%
- Review award activation, recommendation forms, and SISC reports to determine student eligibility for funding, ensuring that awards meet established eligibility criteria and that departmental allocations are not exceeded; follow up with students, staff, and funding agencies in cases of discrepancies with published policies and procedures (both internal and external to UBC).
- Assign awards using SISC Manage Student Assignment screen (individual awards).
- Track and renew multi-year award assignments; review annual student progress reports as required by external funding agencies.
- Receive and review travel award claims (Graduate Travel Fund and Killam Doctoral Travel Awards) for student payment, exercising judgment in determining appropriateness of transaction in relation to University and Faculty of Graduate and Postdoctoral Studies travel award policies; follow up with students, staff, and faculty to resolve cases of incomplete paperwork or ineligible expenses.
- Log travel claims data; create travel award assignments on SISC for approval.
- Respond to complex queries from students, staff, faculty, and external agencies regarding payment issues, changes in award holder status, and adjustments to funding amounts; undertake detailed review of students academic and award records and, as necessary, liaise with relevant offices and agencies to resolve new or unusual cases; revise award assignments as necessary.
- Review SISC data and provide reports to graduate programs regarding unassigned awards; follow up to ensure all awards are assigned before fiscal year end; determine if graduate programs wish to carry forward or re-capitalize unspent endowed award funds.
- Generate graduate program and Faculty reports (Graduate Support Initiative awards and Four Year Fellowships) for review internally and to disseminate to graduate programs and Faculties.
- Assist Awards Manager with reporting to external funding agencies and University units.

Administration of Award Competitions 35%
- Assist with file preparation and distribution; provide assistance to the Awards Manager and university-wide adjudication committees by preparing variety of reports and spreadsheets.

General Administration 15%
- Provide administrative support for annual Killam Celebration, including tracking invitation responses, preparing recipient packages, printing name tags, etc.
- Assist with the training of new clerical and secretarial staff (new full-time employees and temporary staff).
- Prepare Awards correspondence, announcements, and other documents, and provides general clerical support such as photocopying and bulk mailing; sort and distribute Awards mail.
- Scan and save thank-you letters sent from students to award donors that are copied to G+PS
- Maintain Awards filing systems.
- Provide clerical support to other areas of the Faculty of Graduate and Postdoctoral Studies office as required, specifically weekly shift at reception front counter.
- Perform any other related duties.

Consequence of Error/Judgement

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. Failur

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