Research Training Programs Support

at  University of Alberta

Department Faculty of Medicine & Dentistry - Office of Research Admin
Hourly rate $28.47 to $38.67
Hours per week 35
Grade 8
Posted date October 21, 2024
Closing date October 25, 2024
Position Type Full Time - Trust Funded

MINIMUM QUALIFICATIONS

• A post-secondary degree plus a minimum of three to five years of proven, direct student advising experience in a service role at the University of Alberta is required. Equivalent combinations of related education and experience may be considered.
• Experience working in the Faculty of Graduate & Postdoctoral Studies (GPS) awards unit.
• Experience with student administration systems technology in the University of Alberta environment (PeopleSoft, Campus Solutions, Freshservice and Waitwell) is required.
• Experience with Google Suite (Google Docs, Google Mail, Google Sheets) is required.
• An understanding of procedures and policies that govern the Faculty and the University in general, and in the areas of graduate student awards, admissions and records in particular, as well as the relationships and dependencies between programs, departments, faculties, other central units, and GPS.
• Exceptional organizational skills,
• Strong written and oral communication skills,
• A commitment to providing effective, timely, and supportive service to students, supervisors, and others in graduate administration.

PREFERRED QUALIFICATIONS

• The ability to synthesize complex policies into clear steps and implications.
• A collaborative, team-oriented approach to problem solving.
• A willingness to learn and contribute to a productive and welcoming team environment and workplace culture.
• Ability to work independently and to build and maintain professional working relationships as a collaborative team member and positive representative of the Faculty of Graduate & Postdoctoral Studies and the University of Alberta.
• Experience working within a graduate administration context at the University of Alberta.
  At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
  We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
  The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.
  Note: This opportunity will be available until midnight October 25, 2024, Edmonton, Alberta local time

DUTIES

• Awards Process Management:
• Accountable for annually managing $31 million dollars of graduate student and postdoc awards and funding. This requires the evaluation and adjudication of 5200 applications each year.
• Ensure eligibility and completeness of applications in preparation for final adjudication by GSC or subcommittee for GPS-administered departmental awards/scholarships.
• Accountable for accurate calculations of GPAs and other criteria for award applicants based on the details of the individual award.
• Ensure accuracy and eligibility of nominee and award details for pay action forms.
• Monitor student status to ensure eligibility does not change during the tenure of the award
• Exceptional Case Management:
• Interact with, and advise, multiple stakeholders including applicants, department contacts, government and external awards contacts, faculty members, and other on-campus stakeholders.
• Interpret terms of reference for awards and advise students, departments, and academic leaders if applicants meet eligibility or not.
• Proactively flag exceptional cases, policy questions, and/or potential issues for escalation to the Graduate Scholarship Committee or GPS’ decanal team. Where applicable, advise students and applicants of their rights and processes under the Student Conduct Policy and Student Academic Integrity Policy, or Code of Applicant Behavior.
• Continual Process/Service Improvement:
• Ensure compliance with institutional and external awards regulations and processes throughout the awards process.
• Submit regular reports on competition results to internal and external bodies as part of the Terms of Reference and institutional compliance agreements.
• Monitor results and support plans to improve subsequent outcomes.
• Facilitate workshops and training sessions for graduate students on topics such as writing strong applications and completing/submitting external applications.
• Facilitate training for adjudicators on relevant issues such as unconscious bias, assessing reference letters, and interpretation of terms of reference and eligibility requirements.
• Support awards adjudications by responding to administrative questions GSC members and the Chair bring forward.

The Faculty’s role is to:

• Provide leadership in graduate education, working in creative partnership with Colleges, Faculties, and Departments;
• Ensure that high standards of scholarship are maintained;
• Provide an exceptional graduate student and postdoctoral fellow experience through strategic initiatives in areas including targeted programming for students and supervisors, internship placements and other professional development opportunities, and support for graduate student mental health and wellness; and,
• Administer over $31 million in scholarships and awards every year