Edtech.com's Summary

University of Calgary is hiring a Graduate Scholarship Officer, Faculty of Graduate Studies to administer graduate award competitions and scholarship payments for a faculty of more than 7,100 graduate students. The role reports to the Manager, Graduate Awards and works with students, supervisors, the Advancement Office, and funding agencies to keep the roughly $42M awarded each year accurate and on schedule.

Highlights

Manage major graduate award competitions, ensuring eligibility criteria, regulations, and deadlines are met before any award is offered or paid.
Manage student award payments and reconcile them to funding agencies, submitting documentation to external funders on time.
Coordinate scholarship committees that rank applications and keep records of adjudication results, decisions, and student correspondence.
Act as liaison between students, supervisors and program administrators, the Advancement Office, and funding agencies.
Deliver information sessions, instructional videos, and workshop presentations on award processes.
Support the work with PeopleSoft, EFIN, SharePoint, PowerBI, and Excel, and work with IT to identify system issues and test fixes.
Requires a bachelor's degree, five years of progressive administrative experience, and five years of financial reconciliation experience.
Requires three years managing student awards, adjudications, or government grant applications and agreements.
Needs strong attention to detail, high discretion with confidential information, and the ability to meet competing deadlines at peak competition periods.
The position is full-time regular in the AUPE bargaining unit, with core hours that may vary during peak periods.

Graduate Scholarship Officer, Faculty of Graduate Studies Full Description

Job ID 38907. Main Campus, Calgary, AB. Full-time Regular. AUPE bargaining unit, Specialist/Advisor Job Family, Phase 2. Updated October 16, 2026.

The Faculty of Graduate Studies is currently seeking a Full-time Regular Graduate Scholarship Officer.

The Faculty of Graduate Studies has 7100+ graduate students in 80+ credentials across the university. In support of graduate student success and in recognition of academic excellence, the Graduate Award Office disburses $42M in scholarships and awards annually.

Reporting to the Manager, Graduate Awards with daily supervision and direction from the Team Lead, Graduate Awards; this position requires work both independently and as a member of a collaborative, student-centred team. The nature of the work is one of continuous change, shifting priorities and consecutive deadlines. There is a high impact of error, requiring the ability to organize, multi-task, prioritize duties and manage high levels of stress at peak periods. The position uses strong communication and team skills and requires the ability to exercise independent decision making in determining priorities and deadlines for the work following outlined procedures and guidelines.

The incumbent is required to represent the University and the Faculty of Graduate Studies to students, faculty, staff, and funding agencies; and has responsibility for administration of graduate award competitions and scholarship payments. The role requires in-depth knowledge of competition regulations, eligibility criteria, application process and deadlines as well as demonstrated financial experience and understanding of University of Calgary and government granting agency funding regulations.

Attention to detail is critical - decisions made will have direct consequences for financial systems and students and the impact of errors is high.

The position is multi-faceted, requiring flexibility and multi-tasking. It requires that multiple, competing deadlines throughout the year be met with satisfactory outcomes for all involved.

The role requires proficiency in MS Office, oral and written communications, and the ability to work with high standards of discretion, confidentiality, and professionalism.

This position is under the AUPE bargaining unit. While normal work hours are Monday through Friday 8:30 am to 4:30 pm, core hours of work may vary during peak competition periods.

Summary of Key Responsibilities (job functions include but are not limited to)

Leadership (25%)

Manages major award competitions ensuring criteria, regulations and deadlines are met.
Manages student award payments and reconciliation to funding agencies ensuring accuracy and timeliness.
Provides direction and all information to team members/stakeholders required to complete tasks.
Develops and builds excellent working relationships with stakeholders to achieve a common goal.
Understands the diversity of the stakeholders, treats everyone with respect and dignity.
Acts as a liaison between students, supervisors/program administrators, Advancement Office and funding agencies.
Exercises sound judgment and decision making, identifying potential problems and solutions

Award Competitions (60%)

In-depth knowledge of the lifecycle of a graduate award, from application, selection, payment, reconciliation and award end.
In-depth knowledge of the policies, processes and procedures of the various graduate award competitions, funding agencies and the University.
In-depth knowledge of the different payment schedules of the various graduate awards.
Ensures eligibility criteria is met before offering and paying an award to meet audit requirements.
Completes timely scholarship reconciliation and submission of necessary documentation to external funders.
Communicates information clearly and effectively; through oral or written communication, and information sessions, instructional videos, and workshop presentations.
Maintains accurate records/minutes documenting adjudication results, decisions, student correspondence.
Supports other team members during competitions.
Coordinates various scholarship committees for the purposes of ranking applications.

Technical Support (15%)

Maintains a high level knowledge of the systems required to support the work; PeopleSoft, EFIN, SharePoint, PowerBI, Excel, Outlook and others as required.
Identifies system issues, works closely with IT on solutions, and tests fixes/upgrades to current systems.
Completes ongoing training and learning to stay current with technological changes
Maintains a high-level knowledge of the various external funder portals and secure sites.

Other

Manages own time to effectively accomplish tasks and to ensure deadlines are met.
Exercises sound judgment and decision making following outlined procedures and guidelines.
Ensures that immediate supervisor is kept informed of activities and progress of work.
Ensures that the work assigned is completed, in compliance with all Faculty of Graduate Studies and University of Calgary policies and procedures.
Other duties as required

Qualifications / Requirements

A Bachelors degree, preferably in a relevant discipline is required.
5 years of related, progressive experience in administration including working with multiple stakeholders is required.
3 years of experience related to managing student awards, adjudications and/or management of government grant applications and/or agreements is required.
5 years of related experience working in financial reconciliations and demonstrated sound understanding of financial principles is required.
Experience with following government and University compliance requirements is required
Demonstrated strength in organizational skills and attention to detail; able to deal with multiple deadlines and priorities and multi-task in a fast paced, high volume environment.
Demonstrated ability to understand policy and process documents is required
Demonstrated excellence in written and oral communication skills.
Demonstrated technical expertise (PeopleSoft, PowerBI, Word, Excel, PowerPoint).
Demonstrated ability to work collaboratively with clients/students, staff and all other stakeholders at all levels to achieve successful outcomes.
Initiative to identify areas for improvement and possible solutions.

Application Deadline: October 30, 2026. A cover letter must be included with your application.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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Graduate Scholarship Officer, Faculty of Graduate Studies

Edtech.com's Summary

Graduate Scholarship Officer, Faculty of Graduate Studies Full Description

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