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Post End Date:
October 23, 2026 at 11:59 PM
This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group)
About the Role:
Reporting to the Manager, Graduate Funding Operations, the Coordinator, Graduate Scholarships & Awards is accountable for the coordination of scholarship services to over 2000 graduate students and postdoctoral scholars. Working as part of a team in a fast-paced environment, the incumbent leads the administration of applications, recording and notification of outcomes, processing financial transactions, variations to scholarship/awards and providing high standard customer service to students and staff within the University.
The Coordinator is responsible for coordinating and executing key tasks related to Award/Scholarship management in accordance with Institutional and government regulations. The incumbent is also responsible for leading automation efforts to streamline and create efficiencies with the awards portfolio including software selection and integration
The Coordinator, Graduate Scholarships & Awards will:
- Oversee and lead distribution of a portfolio of $600,000 in Donor & Institution funded and internal awards (i.e., Entrance/Continuing/Convocation);
- Manage internal award adjudication process including eligibility review, committee organization and compliance with policy and regulations;
- Process all student internal awards transactions in accordance with the established award cycle;
- Liaise, partner and coordinate with Donor Relations to maintain scholarship & award documentation (i.e., Terms of reference, Gift agreements, etc.);
- Ensure compliance with established SAFA protocols and procedures for tracking student awards;
- Conduct needs analysis, to identify current barriers with Award processes and current Student Information System;
- Liaise with campus partners to identify opportunities for institutional efficiencies for awards (i.e., SAFA, ITS, Donor Relations, etc.);
- Facilitate migration of historical award data to support implementation of new system enhancements and reporting metrics;
- Evaluate and troubleshoot process enhancements and identify opportunities;
- Compile and report metrics on a term basis to assess the University’s performance in awarding institutional and donor-funded scholarships;
- Oversee, maintain, and conduct continuous review of scholarship online application systems (i.e., revise questions, download applications and save to corresponding internal scholarship/award folders, troubleshoot issues of incomplete applications, etc.);
- Conduct environmental scan to identify and implement application enhancements that reflect both competitor institutions and EDI best practices;
- Record and maintain detailed permanent notes on the student record to reflect relevant information regarding scholarship adjudication for external auditor review in compliance with University Records Retention Management policy;
- Provide guidance and up-to-date information to students, staff and Faculty on all matters relating to graduate and post doc scholarships/awards (i.e., including, eligibility, terms, criteria, processes, etc.); and
- Support Donor Relations with graduate donor stewardship process, including providing communication guidance to award recipients, collecting and reviewing student acknowledgement letters, conducting follow-up and outreach, and supporting the adoption of new funding opportunities for graduate students.
Key Skills and Experience:
- Undergraduate degree in a related discipline, or equivalent combination of education and experience would be considered;
- Experience in financial aid and/or scholarship administration, preferably in a post-secondary environment with graduate programs;
- Advanced skills in MS Office 365 (including MS Word and Excel) and Superiors skills with Student Information Systems;
- Strong understanding of University administrative guidelines, as well as external regulations, policies and procedures that impact Universities (e.g., FIPPA, HRE, etc.);
- Proven ability to deal with sensitive and complex situations, ensuring confidentiality with information that has financial, political, regulatory, and reputational implications;
- Sound understanding of confidentiality and privacy requirements;
- Strong financial acumen;
- Promotes and embodies inclusivity and respect within the workplace and the broader community;
- Excellent verbal, written, and interpersonal communication skills;
- Ability to de‑escalate high stress situations and provide calm, professional guidance;
- Proven ability to handle inquiries with discretion, confidentiality, and respect for privacy;
- Strong relationship management skills with internal and external stakeholders (e.g., faculty, staff, students, academic agents, and cross‑campus partners);
- Strong organizational, prioritization, and multitasking skills to meet deadlines and targets with minimal supervision;
- Ability to adapt to evolving policies, processes, technologies, and systems;
- Demonstrated judgment in reviewing applications, assessing eligibility, recommending admissions decisions, and determining scholarship qualifications;
- Strong analytical and data analysis skills to identify insights and recommend improvements to admissions, scholarship, and award processes.
Salary and Total Rewards:
- Job Grade K, Salary Scale ($62,115- $99,384);
- Target Hiring Range: $62,115 - $64,000*
- This is a permanent position that includes:
- Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
- Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
- Vacation: Up to 3 weeks per year, in addition to university holidays.
- Flexible Work Arrangements: Hybrid work schedule available.
- Professional Development: Eligibility for the Brock Tuition Waiver Program.
*The final salary is based on experience, internal equity, and budget considerations within the target hiring range.
We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.
Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.
We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca if you require a disability related accommodation so we can ensure your participation needs are met.
Brock University does not use AI Technology at any stage of the recruitment process.
We appreciate all applications received. Candidates that are selected for an interview will be contacted.
