Coordinator, Graduate Scholarships & Awards

brocku; St. Catharines; On-site; CAD 60,000 - 80,000; Full time

Job summary

Brock University is seeking a Coordinator, Graduate Scholarships & Awards to manage scholarship services for over 2000 graduate students and postdoctoral scholars. You will oversee award distributions, adjudication, and reporting while ensuring regulatory compliance and excellent student service.

The role requires collaboration with Donor Relations, IT, and academic teams to optimize processes, improve applications, and implement system enhancements for awards management.

Qualifications

• Undergraduate degree in a related discipline, or equivalent combination of education and experience.
• Experience in financial aid and/or scholarship administration, preferably in a post-secondary environment with graduate programs.
• Advanced skills in MS Office 365 (including Word and Excel) and SIS expertise.
• Strong understanding of university administrative guidelines, external regulations (e.g., FIPPA, HRE).
• Proven ability to deal with sensitive information and maintain confidentiality.

Responsibilities

• Oversee and lead distribution of a portfolio of $600,000 in donor and institution funded and internal awards (Entrance/Continuing/Convocation).
• Manage internal award adjudication process including eligibility review and committee organization.
• Process all student internal awards transactions according to the award cycle.
• Liaise with Donor Relations to maintain scholarship and award documentation.
• Ensure compliance with SAFA protocols and procedures for tracking student awards.
• Record and maintain detailed notes on student records for external auditor review.
• Provide guidance to students, staff and faculty on graduate and postdoctoral scholarships/awards.
• Support donor relations with graduate donor stewardship and funding opportunities.

Skills

Financial aid experience

Discretion and confidentiality

Regulatory knowledge

Education

Undergraduate degree in a related discipline

Tools

MS Office 365 (Word, Excel)

Student Information Systems

Job description

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement. We are one of Canada's outstanding comprehensive universities, where excellence and innovation thrive! Brock has been proudly recognized as a Hamilton-Niagara Top Employer for eight consecutive years. Brock continues to earn recognition as one of Canada's Best Employers and one of Canada's Best Employers for Diversity in 2026. For the second consecutive year, Forbes, in partnership with Statista, also named Brock one of Canada's Top Employers for Company Culture. At Brock, you will find a welcoming, inclusive community and an exciting range of meaningful career opportunities.

Ignite new possibilities for your career. Break through at Brock.

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.

• 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 sens