Graduate Awards Analyst

Staff - Non Union

Job CategoryM&P - AAPS

Job ProfileAAPS Salaried - Student Management, Level B

Job TitleGraduate Awards Analyst

DepartmentStudent Academic Services, Graduate Awards and Finance | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range$6,949.92 - $9,992.50 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.

Posting End DateJuly 29, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

January 31, 2027

This is a leave replacement for a fixed term duration with the possibility of extension.

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

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. 

Job Description Summary
The Graduate Awards Analyst plays an integral role in the complex administration of graduate merit-based awards for the university and is a key participant in the long-term planning for graduate awards programs and strategic initiatives. This position is responsible for long-range forecasting of award budget funding and funding allocations to graduate programs of more than $54 million per year to UBC graduate students, for the data systems, records and reporting that underpin the Awards team s business processes and for new award development.
Organizational Status
Reporting to the Assistant Dean, Student Administration and Awards, the Graduate Awards Analyst is an integral member of the Awards team. This position independently communicates and works with other senior staff members in the Dean s Office, graduate program staff and faculty, students, Enrolment Services, Financial Services, the Office of Research Services, the Development Office, external donors and federal/provincial granting agencies.
Work Performed
Awards Financial Management 30%
- Designs and implements system improvements to integrate data from multiple sources (FMS, SISC, Awards Database, etc.) to support complex budget forecasting and financial reconciliation of award payments against budgets and against funding provided by external agencies
- Reviews and approves annual award budget/spend allocations for endowed awards (Department-recommended awards, Affiliated Fellowships, Spring Graduate Awards, etc.)
- Responsible for calculation of annual Four Year Fellowships and Graduate Support Initiative allocations to disciplinary Faculties (annual budgets totaling $29M)
- Confirms sessional award amounts available (external, GPO, endowed and annual) in the Student Information System
- Compiles and analyses complex datasets to determine award assignment amounts for bulk assignment of awards (International Tuition Award, Four Year Fellowship, renewal of multi-year external awards, etc.).
- Has signing authority for Awards P/Gs and approves award offers via the Student Information System on behalf of the Dean
Reporting and Data Management 45%
- Provides analysis of complex award data and statistics used to prepare financial projections and forecasts; synthesizes data from a wide variety of sources (internal and external to UBC) to develop datasets that provide timely and relevant information for Graduate Awards planning and to meet reporting requirements of other UBC units and external funding agencies (Tri-Agency, Killam Trust, etc.).
- Works closely with Enrolment Services, UBC Financial Services, IT Services and other partners to implement improvements to award databases, to reduce duplication and possibility of errors, increase efficiency and comply with FIPPA policies; provides subject matter expertise and coordinates testing support in development of new systems or improvement and enhancement of existing systems; key resource for SASI project.
- Develops and maintains a data warehouse for detailed records of award funding (including student data, graduate program data, and actual amounts paid) to support reporting on academic and fiscal year basis for variety to audiences
- Develops, regularly reviews, and initiates improvements to standardized Awards reports (GSI and 4YF reports, graduate program reviews, award amounts available for department-recommended awards) in order to provide consistent, timely data to various internal and external bodies: external funding agencies, the Office of the Provost, graduate programs, Enrolment Services, etc.;
- Calculates graduate program application allocations and quotas for university-wide competitions (doctoral and Master s Tri-Agency and Affiliated Fellowship, Vanier Scholarships and other competitions);
- Responds to unique requests for awards datasets from various internal and external bodies;
- Maintains graduate awards data in SISC (creation of new awards, setting available amounts, etc.) in consultation with the Development Office and Enrolment Services;
- Develops, regularly reviews, and initiates improvements to record/data filing and storage systems (hard copy and electronic) for Graduate Awards team in accordance with university policies; oversees record-keeping among Awards Clerks to ensure records are stored in an appropriate and accessible manner;
- Responsible for Awards databases, including design, rebuild/redevelopment, and implementation of structural improvements; ensures appropriate security controls; creates new queries, forms and reports for Awards databases; maintains key tables in Awards databases;
- Works with Systems and Data Analysis Manager in the Faculty of Graduate and Postdoctoral Studies to coordinate Awards record keeping with other systems used in Dean s Office;
- Serves as subject matter expert on funding-related working groups in support of Student Stream of Integrated Renewal Program (IRP)
Awards Development 15%
- Liaises with UBC Development Office and Legal Counsel to review proposed new awards and consider revisions to existing awards to better serve students and donors wishes;
- Regularly reviews and implements strategy to maximize endowed awards and ensure capital preservation while meeting the terms and conditions of the Endowment Deeds;
- In consultation with Development Office and Awards Manager, develops appropriate administrative structures for new or lesser subscribed funding programs to ensure effective communication of and participation in funding opportunities;
- Represents Assistant Dean, Student Administration and Awards, at meetings of Senate Awards Committee as necessary.
General Administration 10%
- Assists Assistant Dean, Student Administration and Awards with various ad hoc Awards-related initiatives and projects.
- Trains new clerical and secretarial staff (new full-time employees and temporary staff) in areas of Awards Analyst s responsibility.
- 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 under the direction of the Assistant Dean Student Administration and Awards. Performs routine duties independently and takes initiative in responding to new situations / duties.
Supervision Given
This position does not have any direct reports but is responsible for supervisory duties in the absence of the Awards Manager and provides functional supervision to Awards Clerks in some areas.
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 three to four years of related experience or the equivalent combination of education and experience.Requires related UBC experience in administrative, systems and procedures. Knowledge of UBC policies and procedures related to scholarships, finance, and payroll matters preferred. Some knowledge of scholarships and awards adjudication process preferred. Knowledge of NSERC/SSHRC/CIHR and UBC Graduate Awards policies an asset. Advanced computer experience required (MS Office suite, SISC and FMS).Ability to maintain accuracy and attention to detail.Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods. Strong ability to prioritize work.Effective oral communication skills. Ability to communicate sensitively in cross-cultural situations. Ability to communicate complex information clearly, both one-on-one and to groups.Ability to exercise utmost tact and discretion, and 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 them.Ability to work effectively in a team environment or independently.Ability to supervise the work of others, oversee volume and ensure deadlines are met by subordinates.Ability to provide instructions in a clear and effective manner; to train people and to adapt to their various learning styles.