Awards Coordinator

Date Posted: 04/24/2025
Req ID: 42653
Faculty/Division: Vice Provost Strategic Enrolment Management
Department: University Registrar's Office
Campus: St. George (Downtown Toronto)
Position Number: 00045053

Description:

About us:

Strategic Enrolment Management at the University of Toronto manages the University’s administration of government financial aid and awards programs, including the Ontario Student Assistance Program (OSAP), as well as the awarding of funds for the University of Toronto Advanced Planning for Students (UTAPS) program, the National Scholarship Program, and other major financial aid programs and awards.

Your opportunity:

As a member of the Awards work group, the incumbent assists in the administrative processes and procedures for the University of Toronto’s Lester B. Pearson International Scholarship Program as well as the National Scholarship Program. This includes working closely with the Senior Admissions & Awards Counsellor to identify and obtain the necessary documents from applicants, communicating with high schools, applicants and the public and maintaining reports of the award recipients for reporting and renewal consideration.

The incumbent will also be responsible for documenting and keeping current all administrative processes and procedures relating to the coordination and maintenance of University of Toronto award records. Under general supervision of the Associate Director, the incumbent will be responsible for coordinating the approval and update of award records information in the Awards Inventory, working with divisional representatives and the Division of University Advancement. Acts as a point of contact for general enquiries regarding awards. Assists with the administration of award programs during peak periods. Responds to inquiries by phone, in person, or by email by generating routine email correspondence.

The incumbent may be assigned other responsibilities of a similar level and nature as needed.

Your responsibilities will include:

• Checking that applicants meet the requirements outlined in the awards criteria
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Maintaining a database of awards information and decisions
• Providing detailed information on processes, policies, and procedures
• Processing and issuing invoices
• Liaising with divisional awards staff to facilitate payments and resolve account and payment issues
• Monitoring, recording, reconciling and/or reporting on fees and awards funding accounts
• Identifying and analyzing data discrepancies and taking necessary actions to correct errors

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three(3) years related experience in data entry and front line customer service
• Experience with a computerized records management system to identify, categorize, store, retrieve, and dispose of records
• Experience in electronic imaging and storage processes
• Advanced skills in Microsoft office including Word and Excel
• Demonstrated skills and experience using data management systems, creating and manipulating spreadsheets, posting to and navigating websites or SharePoint On-line
• Superior oral and written communication skills; Ability to communicate effectively both orally and in writing; Excellent interpersonal, cross-cultural, organizational, customer service and problem solving skills
• Extremely good organizational ability and ability to prioritize a diverse workload required
• Ability to handle large quantity of work under pressure and to meet deadlines; demonstrated ability with fast and accurate data entry
• Ability to work both independently and ina team environment
• Ability to exercise judgement, accuracy and attention to detail; initiative
• Demonstrated ability to adapt to new practices and procedures quickly and accurately
• Demonstrated ability to work with confidential information and to ensure privacy of student information is maintained at all times

Assets (Nonessential):

• Knowledge of university and education systems worldwide, admissions policies and requirements for undergraduate programs, and university awards policies an asset

To be successful in this role you will be:

• Adaptable
• Communicator
• Efficient
• Organized
• Problem solver
• Resourceful

Note: This is a term position until December 2025. 

Closing Date: 05/02/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term; This is a term position until December 2025.
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Fiona Chan

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.