Staff - Non Union
M&P - AAPS
AAPS Salaried - Student Management, Level A
Graduate Awards Coordinator
Graduate Awards | Dean's Office, Faculty of Graduate and Postdoctoral Studies
$5,526.42 - $7,941.25 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
August 18, 2026
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
February 23, 2027
Please provide a cover letter as part of your application as applications without a cover letter will not be considered.
This is a leave replacement for a 6-month term with the possibility of extension.
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.
The Graduate Awards Coordinator is responsible for the complex administration of graduate merit-based award competitions on behalf of the university. This position oversees the application and adjudication processes for multiple award competitions involving university, provincial and national funding agencies and coordinates other scholarship / funding responsibilities of the Faculty of Graduate and Postdoctoral Studies (G+PS).
Organizational Status
This position reports to the Graduate Awards Manager. This position independently communicates and works with the Associate Dean - Funding, Assistant Dean - Student Administration and Awards, Awards Analyst, other senior staff members in the Dean s Office, graduate program staff and faculty, students, Enrolment Services, Financial Services, external donors and federal/provincial granting agencies.
Work Performed
Coordination of award competitions 50%
- Coordinates operational support of concurrent internal and external scholarship competitions throughout year (Killam Postdoctoral Fellowships and Doctoral Scholarships, Banting Postdoctoral Fellowships, Vanier Scholarships, Tri-Agency/Affiliated Fellowships, Trudeau Scholarships, Aboriginal Graduate Fellowships) to ensure best practices are followed in adjudicating and selecting scholarship nominees/recipients
- In cases when established policies and procedures are insufficient, reviews complex queries brought forward from Graduate Awards staff regarding eligibility, admissibility of application materials, departmental review procedures, deadlines, and adjudication processes to determine if applications / nominations will be accepted for adjudication
- Under direction of Awards Manager, invites UBC faculty to serve on adjudication committees
- Prepares and distributes application files to adjudicators; prepares variety of reports and spreadsheets for adjudicators; consolidates and analyzes adjudicator rankings in preparation for committee meetings, identifying issues to be discussed by adjudicators; coordinates distribution of thank-you letters to adjudication committee members
- Based on program changes and feedback from adjudicators and students, reviews and revises application forms (online application system, reference forms, etc.) for upcoming competitions
- Based on outcomes of adjudication committee meetings, coordinates work of Graduate Awards team to prepare recommended files for submission to external funding; responsible for generating or revising (depending on the competition) university nomination letters on behalf of the Dean that accompany application files
- Based on outcomes of adjudication committee meetings, coordinates work of Graduate Awards team to notify graduate programs of competition results, make funding offers to recipients and assign funding to recipients
- Serves as key resource for graduate programs in establishing best practices and business processes for their internal award selection and recommendation processes
Coordination of award payments 10%
- Reviews datasets to determine award amounts for internal award programs such as the International Tuition Award and Graduate Support Initiative and uploads batches of award assignments to the Student Information System
- Coordinates regular SISC error searches and the resolution of outstanding issues; works with staff in Student Systems and Enrolment Services as necessary to resolve complex errors
Communications 15%
- Works closely with Awards Analyst, Awards Manager and G+PS communications team to communicate award information effectively with students, faculty and staff
- Creates and maintains website content (e.g., dates and deadlines, award descriptions, and resource information); develops and improves content as needed
- Prepares and releases calls for applications/nominations for upcoming award competitions and other relevant announcements to students, faculty and staff in a timely manner Prepares Graduate Awards correspondence and other documents (such as templates for Awards clerical staff and email communication to batches of students)
Event Management 10%
- Co-ordinates scheduling of Killam events with the UBC President, VP Academic and VP Research offices
- Plans annual Killam Celebration to recognize recipients of Killam student, postdoctoral and faculty awards: compiles guest list for approval and coordinates invitations and RSVPs; books external venue and liaises with venue staff; arranges menu (event of 100-125 people), entertainment and flowers; arranges for printing and signing of award certificates; organizes packaging of books and pins to be presented to winners; drafts and arranges event programme content and any other necessary written material
General Administration 15%
- Serves as key liaison between Graduate Awards and College of Graduate Studies, UBC Okanagan
- Provides administrative support to the Graduate Scholarships Committee (approximately four meetings per year - booking rooms, arranging catering, taking and distributing minutes and other meeting materials, and related duties)
- Maintains Policies and Procedures manual for Awards team, assigning sections to staff for revision as appropriate
- Works with Awards Analyst to gather, analyze, and effectively report award-related data and statistics to internal units and external funding agencies, including maintenance of and enhancements to the Awards Database
- Liaises with Enrolment Services to provide revisions to UBC Calendar.
- Serves as subject matter expert on funding-related working groups in support of Student Stream of Integrated Renewal Program (IRP)
- Assists the Graduate Awards Manager and Assistant Dean, Student Administration and Awards with various ad hoc projects
- Trains new staff
- Performs any other related duties commensurate with skills and experience
Consequence of Error/Judgement
Consistent, transparent application of established award policies and procedures is crucial to maintain fairness in adjudication and payment of award funding. While funding decisions are made by adjudication committees comprising faculty members, this position plays a key role in interpreting existing policies and procedures for new and unique circumstances and making decisions regarding eligibility of award applicants, admissibility of application documents, and eligibility to receive award payments. This position is responsible for recognizing the need for and implementing changes to key awards policies and procedures. Position has responsibility to maintain a detailed understanding of complex awards policies and procedures, both those of UBC and those of multiple external agencies, in order to provide accurate information to UBC faculty, staff and students and in order to make frequent evaluations regarding students eligibility to apply for and receive award funding.
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. Failure to meet the conditions of an award established through a bequest could place the University in violation of the trust established by the donor s estate and error could result in the withdrawal of funding. If award assignment is not accurate and consistent with the guidelines established by the University, students, staff and faculty may be misinformed and the award policies will be seen as unfair and inconsistent. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of The Dean and/or The Faculty of Graduate and Postdoctoral Studies.
Supervision Received
Works autonomously within general guidelines set by the Graduate Awards Manager. Performs duties independently and takes initiative in responding to new situations / duties.
Supervision Given
This position does not have any direct reports provides functional supervision to the Graduate Awards Clerks as appropriate.
Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Undergraduate degree in a relevant discipline.Minimum of one to two years of related experience or the equivalent combination of education and experience.Related UBC experience in administrative, systems and procedures is required. Ability to effectively use spreadsheets at an advanced level (e.g., MS Excel).Ability to perform word processing at 50 words per minute. Ability to effectively operate a normal range of office equipment.Ability to deal effectively with a diversity of people and to communicate sensitively in cross-cultural situations.Ability to effectively use word processing, database, internet, electronic email, and electronic calendaring applications at an intermediate level.Ability to clearly describe and explain complex information clearly, both one-on-one and to groups.Ability to communicate effectively verbally and in writing.Ability to provide instructions in a clear and effective manner.Ability to work effectively independently and in a team environment.Ability to exercise tact and discretion.Ability to train people and to adapt to their various learning styles. Ability to explain, assign, and monitor work of others, oversee volume and ensure deadlines are met by subordinates.Ability to maintain accuracy and attention to detail.Strong ability to prioritize and work effectively under pressure to meet strict deadlines. Ability to handle heavy volumes during peak periods.Ability to understand and comply with the Freedom of Information and Protection of Privacy Act and University policies and procedures.Ability to analyze problems, identify key information and issues, and effectively resolve.Knowledge of UBC policies and procedures related to scholarships, finance, and payroll matters preferred.Computer experience with Access, SIS, FMIS and SISC all preferred.Knowledge of scholarships and awards adjudication process preferred.Knowledge of NSERC/SSHRC/CIHR and UBC Graduate Awards policies an asset.
