Description

The Faculty of Graduate Studies is currently seeking a Full-time Regular Graduate Scholarship Officer.

The Faculty of Graduate Studies has 7100+ graduate students in 80+ credentials across the university. In support of graduate student success and in recognition of academic excellence, the Graduate Award Office disburses $42M 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 solid 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.

This position is under the AUPE bargaining unit. While normal work hours are Monday through Friday 8:30 am to 4:30 pm, core hours of work may vary during peak competition periods.

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

Leadership (25%)

- Manages major award competitions ensuring criteria, regulations and deadlines are met.
- Manages student award payments and reconciliation to funding agencies ensuring accuracy and timeliness.
- Provides direction and all information to team members/stakeholders required to complete tasks.
- Develops and builds excellent working relationships with stakeholders to achieve a common goal.
- Understands the diversity of the stakeholders, treats everyone with respect and dignity.
- Acts as a liaison between students, supervisors/program administrators, Advancement Office and funding agencies.

Exercises sound judgment and decision making, identifying potential problems and solutions

Award Competitions (60%)





- In-depth knowledge of the lifecycle of a graduate award, from application, selection, payment, reconciliation and award end.
- 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.
- Ensures eligibility criteria is met before offering and paying an award to meet audit requirements.
- Completes timely scholarship reconciliation and submission of necessary documentation to external funders.
- Communicates information clearly and effectively; through oral or written communication, and information sessions, instructional videos, and workshop presentations.
- Maintains accurate records/minutes documenting adjudication results, decisions, student correspondence.
- Supports other team members during competitions.
- Coordinates various scholarship committees for the purposes of ranking applications.
- Manages major award competitions ensuring criteria, regulations and deadlines are met.
- Provides direction and all information to team members/stakeholders needed to complete the required task.
- Develops and builds excellent working relationships with stakeholders to achieve a common goal.
- Understands the diversity of the stakeholders, treats everyone with respect and dignity.
- Acts as a liaison between students, supervisors/program administrators, Advancement Office and funding agencies.

Exercises sound judgment and decision making, identifying potential problems and solutions

Technical Support (15%)

- Maintains a high level knowledge of the systems required to support the work; PeopleSoft, EFIN, Sha

📌 Graduate Scholarship Officer, Faculty of Graduate Studies (Calgary)
🏢 University of Calgary
📍 Calgary