Awards and Financial Aid Analyst

Job Responsibility: Posting Number Posting Number SS0547 Position Information Division VP, Students & Community Engagement Department Office of the Registrar Supervisor Title Registrar Location Comox Valley(CV) Posting Type Internal/External Posting Position Status Regular If Others, please specify Desired Start Date 09/16/2024 Position End Date (if temporary) Weekly work schedule (please indicate the start and end times for each day of work) Monday to Friday 8:30 - 4:30 pm % 100 Pay Grade L: (Interim) $34.47- $36.63 Position Summary Reporting to the Registrar and receiving guidance and monthly priorities from the Senior Financial Aid Officer, the Awards and Financial Aid Analayst implements, coordinates, and maintains the NIC Foundation's Awards program. This includes overseeing the administration for scholarships, awards and bursaries that are internally funded, and donor funded. Work includes managing an online application system, adjudication of awards and annual reporting requirements for both the awards program and a variety of financial aid programs. The Awards and Financial Aid Analyst is the primary student contact for NIC Foundation's Awards program. The Awards and Financial Aid Analyst provides a high level of data tracking, service and reporting throughout the program's stewardship cycle, this includes opening and closing of the application system, overseeing the adjudication process based on predetermined criteria, student recipient notification, payment of awards, and donor recognition/reporting. The Awards and Financial Aid Officer is a member of the Financial Aid Team that is an integral part of the Registrar's Office. Position Competencies

• Job Knowledge
• Judgment
• Teamwork
• Planning & Organization
• Customer Service Excellence
• Communication & Interpersonal Skills

Duties & Responsibilities

• Implements, coordinates, and maintains the NIC Foundation's Awards program. This program includes all internal, donor-funded scholarship, awards and bursaries.

• Initiates the development of an awards communication plan, with the support of the Marketing and Future Students team, as well as the Community and Public Affairs team, to increase public awareness of scholarship and bursary opportunities, including liaising with faculty/staff, students, and the public.

• Advises students on eligibility, process, and the responsibilities and implications of applying for and receiving of awards.

• Oversees online application system, while also working closely with NICF staff on any updates to the system. Also prepares selection strategy, timelines, coordinates awards selection committees, trains and provides guidance to selection team members annually.

• Determine students' financial need and eligibility for funding.

• Administers and authorizes payments to student accounts in accordance with funding eligibility requirements. Interprets complex and varied donor criteria to ensure 100% accuracy.

• Monitors ongoing academic performance and program status of recipients.

• Works with NIC Finance and initiates the development and implementation of procedures for an internal audit, control and reconciliation of annual funding, and awards administration, including monitoring and documentation of all awards-related financial transactions and statements.

• Keeps current with trends in NIC programming as well as best practices in financial aid and awards administration.

• Assists in the coordination of donor correspondence and recognition initiatives.

• Responsible for the NIFC Awards program information on NIC's public-facing website and student portal.

• Maintains ongoing relationships with other post-secondary institutions, secondary schools, other agencies, and community groups, as needed.

• Advising NICF team best practices related to awards adjudication, current programs at NIC and data available in the system to support the adjudication process. Supports operational and awards program decision-making through accurate and timely review of fund balances.

• Participates in policy revision and development.

• Oversees volunteer coordination for adjudication and selection committees as required

• Drafts operational and process change proposals as needed.

• Ensure that award adjudication processes adhere to the criteria agreed to in the donor agreements.

• Assists in the development and maintenance of operating procedures and protocols for the Financial Aid team.

• Attends Financial Aid team meetings.

• Completed Financial Aid and program success statistics and reports as required.

• Support the Senior Financial Aid Officer to update Financial Aid Application forms and business processes annually.

• Complete various annual reports related to a variety of Financial Aid programs that NIC administers to support the success of our students.

• Performs other operational duties, as assigned, with similar scope and complexity.

• Backfill support to Financial Aid Advisors when applicable:

• Assess student financial need, prepare financial aid forms and information
• Maintain currency with respect to the financial policy and procedures of external agencies, which provide services to students
• Ability to communicate patiently and effectively with diverse ranges of people including the ability to deal effectively with difficult, hostile or upset clients
• Coach students through financial decisions, financial health (budgeting, planning, repayment

Required Education & Experience

• Bachelor's degree required in a related field of study or successful completion of a minimum of four years post-secondary education including coursework in accounting, statistics, or financial management.
• Three to five years of experience in a comparable environment, or an equivalent combination of education and experience.

Required Knowledge Skills & Abilities

• Comprehensive knowledge of North Island College programs and courses and general knowledge of the BC Post-Secondary system.
• Ability to validate numerous student or client data elements from a student information system or relational database, specifically Ellucian's Colleague ERP.
• Excellent interpersonal and coaching skills, communication, and conflict resolution skills and the ability to work effectively with both the public, students, and College staff.
• Demonstrated high level of customer service and accuracy to support student and donor relations.
• Exceptional numeracy skills or a background in financial and budget administration.
• Ability to analyze, interpret and organize complex data accurately and in a timely manner.
• Ability to use sound judgment and make effective decisions.
• Excellent organizational and time management skills.
• Ability to work independently in a busy multi-tasking, heavy volume environment.
• Must have initiative and the ability to prioritize work within general guidelines and with minimal direction.
• Proven ability to work cooperatively as part of a team and use good judgment, tact and diplomacy.
• Excellent research, presentation, written, public speaking and interpersonal communication skills
• Experience using Microsoft Office (Advanced Excel and Intermediate Word) applications to support statistics and financial reporting requirements.
• Knowledge/experience with a student information system or relational database or client records or data management system.
• Knowledge of and accurate adherence to Freedom of Information and Protection of Privacy Act (FIPPA) requirements.
• Continuous improvement initiative including legislative currency, NIC strategic planning goals and diversity, equity, inclusion and reconciliation considerations and consultations. This position will occasionally work outside of normal office hours.

Special Instructions to Applicant Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution. Posting Detail Information Posting Open Date 08/23/2024 Posting Close Date 08/30/2024 Open Until Filled