Description
The Dean's Office in the Faculty of Graduate Studies is currently seeking a Full-time Regular Manager, Graduate Awards.
The University of Calgary is a research intensive university with a focus on graduate education. Currently there are over 8000 registered graduate students across 80+ programs; more than 30% are international. The Faculty of Graduate Studies (FGS) is the faculty of registration for all graduate students and is accountable for administration and support of graduate student affairs.
Reporting directly to the Senior Director, Strategic Operations, the Manager, Graduate Awards leads and manages a team of 6 full-time staff in the administration of the graduate awards program. The team processes awards for 2250 students and makes payments over $40M annually, as well as managing funding and scholarship reports that inform decision-making within FGS and the institution.
The Manager is responsible for coordinated processes for external and internal graduate scholarship competitions, designed to deliver information effectively through the cycle, including competition, adjudication, disbursement, reporting and account reconciliation. The Manager works closely with other members of the Faculty of Graduate Studies leadership team on the development and execution of graduate award policy. This role collaborates and consults with the teaching faculties, Office of Research Services, Financial Services, and Development professionals within the University, as well as external funding agencies, to ensure effective award development and administration.
There is a high volume of work of varying complexity year-round, driven by constant and critical deadlines. The position requires excellent leadership skills, the ability to recommend efficiencies to complex processes and effective management of conflicting priorities.
Some non-standard hours of work may be required.
Summary of Key Responsibilities (job functions include but are not limited to):
Awards Management and Client Services:
- Ensures the accurate and efficient delivery of graduate award services, including administration of award processes, application of relevant policy and student record maintenance.
- Ensures accurate and timely reporting about awards is provided internally to FGS and the University community and externally to funding agencies.
- Deals promptly and consistently with any anomalies or problems and brings them to the attention of the appropriate FGS leadership team member(s) as needed.
- Leads long-term planning through policy development, goal setting, and ensures outcome measurement is initiated and followed through.
- Ensures that students, administrative and academic personnel of graduate programs and other partner units are provided with accurate information in a professional, courteous and timely manner.
- Ensures services meet the changing needs of the graduate students, the Faculty of Graduate Studies and the University. Evaluates processes and procedures regularly and implements changes to increase service, efficiency and effectiveness.
- Ensures graduate program staff receive adequate training in FGS award procedures.
- Ensures graduate students seeking funding receive effective support and guidance through regular scholarship workshops and information sessions and personal consultation.
- Ensures the integrity of printed and online information disseminated by the Graduate Awards team to stakeholders.
- Ensures good relationships are developed and maintained with administrative staff and faculty members, both within FGS and with other units on campus.
- Ensures graduate scholarship policies and procedures are communicated to students and graduate programs effectively and transparently.
- Works closely with campus partners in Development and teaching faculties on the development and implementation of new graduate awards. Ensures that new award creation incorporates institutional strategies for reconciliation, EDIA, sustainability and other strategic priorities.
- Acts as the FGS point of contact with external funding agencies on the development and renewal of contracts. Ensures compliance with funding agency requirements, including providing accurate account reconciliation and reporting to all funding agencies according to their stated timelines.
Reporting and Technical:
- Oversees the development, implementation and maintenance of reports related to graduate awards, including identification of reports required, appropriate data sources and reporting applications, and accountabilities for staff to deliver reports.
- Consults with the FGS leadership team on reporting requirements that will support decision-making related to graduate awards.
- Ensures all staff tasked with reporting accountabilities have the access, training and information to develop and run reports effectively.
- Collaborates within the team and with campus partners to ensure that FGS award processes and award related reporting requirements are effectively and efficiently supported by technical services within the institution.
Staff Management and Development:
- This role has full managerial accountability for the staff in the Graduate Awards team, including:
- Graduate Scholarship Officers (4), and Team Lead (1)
- Graduate Awards Accounts Administrator (1)
- Other student and casual staff as required.
- Provides high quality leadership to staff, fostering a service-oriented approach and encouraging flexibility in learning and adapting quickly to change.
- Provides direction for day-to-day priorities as well as consulting on projects and initiatives, including establishing expectations, monitoring performance and supporting conflict resolution.
- Determines, prioritizes, and implements new initiatives for the team through short- and long-term planning strategies.
- Ensures staff members are well-trained, competent, supported in their work, and encouraged in their development.
- Develops, models and maintains collegial, positive, high trust, effective working relationships within the team.
Other:
- Maintains up-to-date knowledge of University-wide policies and regulations, as well as related legislation, regulations, and policies within post-secondary education as it relates to graduate awards. Advises on the application of policy to specific cases and issues.
- Works collaboratively on key FGS strategic projects, providing leadership and oversight as required, including but not restricted to, student information systems enhancements and business process re-engineering related to the portfolio.
- Identifies and prioritizes requests for technical intervention in the graduate student administration system (PeopleSoft Campus Solutions) and act as a liaison between FGS and analysts/developers as needed.
- Contributes to analyzing, re-engineering and streamlining business processes and policies related to the portfolio while balancing the conflicting needs of diverse campus partners.
- Provides expert recommendations/solutions related to business process design and ensure consistency throughout business practices.
- In collaboration with the Manager, Communications, develops and implements change management and communication plans to ensure change readiness and adoption for all impacted team members and collaborators.
- Collaborates with internal and external stakeholders to maximize partnership opportunities on projects and initiatives.
- Works with FGS reporting resources to ensure the Dean and Senior Director have access to relevant and accurate information, analysis and interpretation relating to graduate awards.
Qualifications / Requirements:
- Undergraduate degree is required, in a relevant field (i.e.: Business, Commerce, Project Management); graduate degree is a strong asset.
- 3-5 years of demonstrated success overseeing a complex portfolio, including managing, motivating and coaching staff.
- Demonstrated knowledge of the operating procedures of the Faculty of Graduate Studies, the Graduate Awards Office, and the University reporting environment.
- Experience with financial and compliance reporting, account set up and reconciliation, and fund management.
- Demonstrated leadership skills and communication/conflict management skills in a busy, high volume work environment. Must be a positive, collaborative and supportive leader, able to organize, motivate, mentor, and develop people.
- Significant experience engaging and collaborating with campus partners.
- Demonstrated ability to leverage technology to support service delivery.
- Ability to develop and maintain operating procedures and other complex documentation.
- Must embrace change and have demonstrated success in supporting and leading change in a complex, results-oriented environment.
- Ability to establish strategy and objectives and to implement strategic plans to meet those objectives.
- Senior-level knowledge and understanding of the student lifecycle and the policies, processes and procedures of the various units within the university, connected to graduate student funding and reporting including Student Finance, Research Services, Development, Legal Services, Student Awards and Financial Aid, Enrolment Services, OIA and BIA and IT.
- Demonstrated strength in information management, and the ability to collect and interpret data for the purpose of developing effective and meaningful programs, including strong attention to detail.
- Proven analytical abilities and strategic thinking in contributing to the design and implementation of programmatic and operational changes.
- Senior-level knowledge of Peoplesoft, Excel and PowerBI.
Application Deadline: August 6, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is classified in the Professional/Administrative Career Band, Level M2 of the Management and Professional Staff Career Framework.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
