Coordinator of Awards and Administrative Services

4 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time

Position Overview

The Graduate Awards and Administrative Coordinator is responsible for overseeing intricate merit-based scholarship programs for the faculty's graduate offerings, including postdoctoral fellows and graduate certificates. This role involves managing the application and evaluation processes for various internal and external funding opportunities from university, provincial, and national agencies. Additionally, the coordinator is tasked with the administration of funding and record-keeping.

Organizational Context

This position reports directly to the Forestry Graduate Program Director and collaborates independently with the Associate Dean of Graduate & Postdoctoral Studies. The coordinator engages with staff from the Dean's office, faculty members, department administrators, students, and various university services, including Enrolment Services and Financial Services. Communication with prospective graduate students and external funding bodies is also a key component of this role.

Key Responsibilities

Award Management - 75%

  • Oversee all phases of multiple concurrent scholarship competitions, ensuring adherence to best practices in the selection of nominees and recipients.
  • Provide guidance to award applicants, assess applications, and determine eligibility for adjudication committees.
  • Evaluate exceptional cases and consult with the Director or Associate Dean as necessary.
  • Identify students facing financial difficulties and collaborate with relevant departments to advise on emergency funding requests.
  • Create a calendar of internal award deadlines that aligns with university and external timelines, while coordinating with other departmental deadlines.
  • Develop and implement schedules for each competition, ensuring all applications are reviewed for eligibility and completeness.
  • Invite faculty to participate in internal adjudication committees, ensuring a diverse mix of expertise.
  • Manage internal adjudication committees and draft policies and procedures for new award administration.
  • Act as a liaison with Graduate and Postdoctoral Studies, anticipating how changes in policies may affect workflows.
  • Research and initiate collaborative efforts between the Forestry Graduate Program and other campus units regarding awards and funding.
  • Based on adjudication outcomes, select nominees for university and external awards, preparing necessary documentation and communicating results.
  • Prepare and distribute calls for applications and relevant announcements to stakeholders.
  • Plan and manage the annual research poster competition, ensuring all logistical details are addressed.

Administrative Duties - 25%

  • Oversee award recommendations and resolve outstanding issues in collaboration with relevant staff.
  • Manage the annual review of student funding agreements and propose improvements to existing processes.
  • Analyze financial data and monitor expenditures for the unit's budget.
  • Enhance awards-related website content to ensure clarity and accessibility.
  • Develop expertise in the unit's customized database for tracking student records and funding.
  • Serve as editor for the unit's weekly e-newsletter.
  • Manage the Graduate Teaching Assistant evaluation program and reporting.
  • Oversee the unit's policies and procedures manual, delegating sections for revision as needed.
  • Train and supervise temporary support staff.
  • Perform other related duties as required.

Decision-Making Impact

This role requires a comprehensive understanding of university policies and procedures to ensure fair and consistent application of award guidelines. The coordinator is responsible for maintaining accurate records of awards and funding, which is crucial for compliance with donor agreements and for the academic progress of students.

Supervision

The coordinator works independently under general guidelines set by the Director, with performance evaluated based on objectives and adherence to university policies.

Qualifications

Preferred candidates will possess an undergraduate degree and relevant experience in awards administration, with a strong understanding of graduate student services. Proficiency in Microsoft Office, particularly Excel, and familiarity with university systems is advantageous. Attention to detail, problem-solving skills, and a commitment to equity and inclusion are essential.

Benefits

Details regarding benefits and support services will be provided upon employment.

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