Awards & Administrative Coordinator

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Student Management

Classification Title:
Student Management, Level A

Business Title:
Awards & Administrative Coordinator

Faculty of Forestry

Forestry, Dean's Office

Salary Range:
$53,019.00 (minimum) - $63,647.00 (midpoint) - $76,374.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

The Awards & Administrative Coordinator manage complex merit-based awards for all of the faculty's graduate programs, postdoctoral fellows and graduate certificates. The position manages the application and adjudication for multiple internal and external competitions involving university, provincial and national funding agencies. This position also oversees funding and records administration.

Organizational Status

Reports to the Forestry Graduate Program Director. Independently communicates and works with the Associate Dean of Graduate & Postdoctoral Studies. Works with Dean's office staff and faculty, department administrators, students, Faculty of Graduate & Postdoctoral Studies, Enrolment Services, and Financial Services. Communicates with prospective graduate students, external funding and government agencies, and other outside organizations.

Work Performed

Management and oversight of award competitions - 75%
  • Manages all aspects of numerous concurrent internal and external scholarship competitions to ensure best practices are followed in adjudicating and selecting scholarship nominees/recipients.
  • Advises award applicants, evaluates applications and provides assessment (determination of eligibility) for adjudication committees.
  • Evaluates exceptional award application cases and consults with the Director and/or Associate Dean when appropriate.
  • Identifies students in financial crisis including evaluating documentation and working closely with the Director, Graduate Student Academic Services, advises on requests for emergency funding,
  • Develops calendar of internal award competition deadlines that accommodates university and external deadlines, while also coordinating with the unit's non-award deadlines to manage workload of other staff.
  • Develops and executes a schedule for each competition and ensures that all applications are assessed for eligibility and completeness. Oversees work of any staff assisting with application reviews.
  • Under direction of the Associate Dean, invites faculty to serve on internal adjudication committees, ensuring appropriate mix of experience and disciplinary expertise; writes content of adjudicator invites and guide to best practices for adjudicators.
  • Manages all internal adjudication committees.
  • Writes and develops policies and procedures for new award administration, institutes and implements forms for new award competitions aligned with G+PS best practices. For endowed awards, works closely with the Faculty's Development team to ensure donor's intent is reflected in eligibility criteria.
  • Serves as liaison with G+PS, proactively identifying how changes in awards and other funding policies will impact the unit's workflow and procedures, and planning appropriately.
  • Researches and implements liaison initiatives between the Forestry Graduate Program unit and other campus units related to awards and funding.
  • Based on outcomes of adjudication committee meetings, responsible for selection of nominees to university and external award competitions, preparing recommended files for submission and releasing competition results to students and faculty; responsible for generating or revising (depending on the competition) nomination letters on behalf of the Associate Dean.
  • Based on outcomes of adjudication committee meetings, responsible for selection of internal award recipients, ensuring adherence to eligibility criteria and budgets. As necessary, reviews exceptional cases with the Director and Associate Dean. Notifies students of competition results.
  • Prepares and releases calls for applications for upcoming competitions and other relevant announcements to students, faculty and staff in a timely manner.
  • Plans and executes the annual research poster competition held in partnership with a faculty-wide major speaker event. Responsible for all details required for a successful event including advertising the call for submissions, communication with poster presenters, adjudication committee, logistical planning, as well as supervising event support staff and collaborating with speaker event partners.
Administration - 25%
  • Manages all award recommendations and assignments; responsible for resolution of outstanding issues; works with G+PS and Enrolment Services staff as necessary to resolve errors.
  • Develops and manages the annual review of student funding agreements. Evaluates existing processes and proposes streamlining and/or improvements.
  • Analyzes financial information and monitors and reports expenditures for the unit's operating budget.
  • Writes, develops and improves awards-related website content (e.g., dates and deadlines, award descriptions, and resource information).
  • Develops a deep understanding and expert use of the unit's customized database that tracks all student records, academic progress and funding.
  • Editor of the unit's weekly e-newsletter.
  • Manages the Faculty's Graduate Teaching Assistant evaluation program and subsequent reporting;
  • Oversees the unit's policies and procedures manual, assigning sections to staff for revision as appropriate.
  • Trains and supervises temporary support staff.
  • Performs any other related duties commensurate with skills and experience.
  • Needs to accommodate flexible hours, attending events.
Supervision Received

Works independently without direct supervision and autonomously within general guidelines set by the Director. Work is reviewed for achievement of objectives, soundness of judgement, effectiveness of services provided and conformity with University policies and guidelines.

Supervision Given

Manages a graduate clerk position during peak awards season, as well as work-learn students. Assists in training of and may oversee work of other new clerical staff. May manage, orient, train, provide direction and/or supervise student employees.

Consequence of Error/Judgement

Decision-making is based on a thorough knowledge of the policies and procedures of the University and the Faculty. Consistent, transparent application of award policies and procedures is crucial to maintain fairness in adjudication and assignment of funding. Responsible for maintaining a detailed understanding of numerous and complex awards policies and procedures, for both internal and campus-wide competitions, as well as those of multiple external agencies, to provide accurate information to faculty, staff and students, and in order to make frequent evaluations regarding eligibility to apply for and receive award funding. In addition, this position is responsible for ensuring that graduate student awards, funding and academic progress milestones are accurately tracked and methodically monitored.
Failure to meet the conditions of an award established through a bequest could place the Faculty and/or University in violation of the trust established by the donor's estate and could result in the withdrawal of funding. Errors could seriously impact the academic progress and/or financial situation of individual students and postdoctoral fellows, as well as the Faculty's ability to effectively manage its programs. Incorrect advice or errors could also adversely affect the reputation of the Faculty and University, and also result in students missing scholarship opportunities, overpayments, deficits or inappropriate charges being made to funding which must be covered using Faculty funds.


Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the equivalent combination of education and experience. Very good understanding of graduate student services awards administration and experience working in a UBC student service role an asset. Experience supervising staff and/or student staff preferred. Thorough knowledge of UBC policies and procedures related to graduate scholarships, records and finance matters. Experience with SISC and FMIS preferred. Advanced Microsoft Office skills, in particular spreadsheets (Excel), as well as Access databases and Qualtrics. Background and/or interest in forestry, conservation and wood product research areas an asset. Meticulous accuracy, attention to detail and conscientiousness is required. Ability to proactively anticipate, investigate and effectively resolve problems, and meet conflicting demands and strict deadlines. Ability to handle heavy volumes during peak periods. Demonstrated ability to take initiative and exercise good judgement. Must be tactful and articulate in handling sensitive/confidential matters and place a high value on customer service and professionalism. Ability to understand and comply with the Freedom of Information and Protection of Privacy Act and University policies and procedures. Excellent proficiency in English grammar, spelling and punctuation. Strong ability to independently prioritize workload and multi-task to achieve positive outcomes in line with the strategic objectives of the program. Ability to demonstrate innovative and independent thinking and to take a proactive approach, especially when handling non-routine matters.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.