Graduate Awards Analyst - UBC, Vancouver

AI Summary

The Graduate Awards Analyst at UBC's Vancouver Campus administers complex graduate merit-based awards, manages over $54 million in annual funding, and oversees critical data systems. This role involves long-range forecasting and new award development. Key requirements include an undergraduate degree, three to four years of relevant experience, and strong UBC administrative and systems knowledge. A cover letter is required for consideration.

Role Overview and Responsibilities

The Graduate Awards Analyst at UBC plays a pivotal role in the intricate administration of graduate merit-based awards, overseeing a substantial annual budget exceeding $54 million dedicated to UBC graduate students. This position is central to the long-term planning of graduate awards programs and strategic initiatives, ensuring effective distribution of vital funding. A significant portion of the role involves designing and implementing system improvements to integrate critical data from various sources, supporting complex budget forecasting and financial reconciliation of award payments against budgets and funding provided by external agencies. The analyst is responsible for calculating annual Four Year Fellowships and Graduate Support Initiative allocations, confirming sessional award amounts, and compiling extensive datasets to determine award assignments. This ensures the consistent and fair application of award policies and procedures across all graduate programs at UBC. The role also involves signing authority for Awards P/Gs and approving award offers via the Student Information System on behalf of the Dean, highlighting the significant responsibility and trust placed in this position regarding student funding.

Data Management and Strategic Development

A critical component of this role involves comprehensive reporting and meticulous data management, accounting for 45% of the analyst's responsibilities. The Graduate Awards Analyst provides in-depth analysis of complex award data and statistics, crucial for preparing financial projections and forecasts. This requires synthesizing data from a wide array of sources, both internal to UBC and external, to develop robust datasets that offer timely and relevant information for graduate awards planning and to satisfy reporting requirements from various UBC units and external funding agencies, such as the Tri-Agency and Killam Trust. The analyst collaborates closely with Enrolment Services, UBC Financial Services, and IT Services to enhance award databases, aiming to reduce errors, boost efficiency, and ensure compliance with FIPPA policies. Furthermore, the position is instrumental in developing and maintaining a data warehouse for detailed records of award funding, including student and graduate program data, to support accurate reporting on both academic and fiscal year bases. The analyst also contributes to awards development, liaising with the UBC Development Office and Legal Counsel to review new award proposals and revise existing ones, ensuring they align with student needs and donor wishes, while adhering to university policies. Maintaining a detailed understanding of complex awards policies, both UBC's own and those of multiple external agencies, is paramount to providing accurate information and making frequent evaluations regarding student eligibility for funding. Errors in judgment or failure to adhere to established policies could have significant financial implications and damage relationships with donors and external funding bodies, underscoring the importance of precision and adherence to policy.

Qualifications and Impact

Candidates for this Graduate Awards Analyst position should possess an undergraduate degree in a relevant discipline, coupled with a minimum of three to four years of related experience or an equivalent combination of education and experience. Preferred qualifications include prior UBC experience in administrative systems and procedures, along with knowledge of UBC policies related to scholarships, finance, and payroll. Familiarity with NSERC/SSHRC/CIHR and UBC Graduate Awards policies is a significant asset. Advanced computer skills, including proficiency with MS Office suite, SISC, and FMS, are essential. The role demands exceptional attention to detail, the ability to work under pressure to meet strict deadlines, and strong prioritization skills. Effective oral communication, particularly in cross-cultural situations, and the ability to convey complex information clearly are vital. The analyst must exercise utmost tact and discretion, complying with the Freedom of Information and Protection of Privacy Act and University policies. The consequence of error in this role is substantial; consistent, transparent application of award policies and procedures is crucial to maintain fairness in adjudication and payment of award funding, safeguarding UBC's relationships with donors and external funding agencies.