Student Awards Associate (1-year Contract)

Edmonton Community Foundation; Edmonton; On-site; CAD 55,000 - 70,000; Full time

Benefits offered by this job

Hybrid work

Downtown parking

Benefits package

Vacation time

Personal & sick days

Job summary

Edmonton Community Foundation is seeking a highly organized Student Awards Associate to support day-to-day administration of its student awards programs. You will coordinate applications, payments, and communications with students, institutions, and volunteers, ensuring processes are fair and efficient.

As part of a collaborative Grants and Community Initiatives team, you will help manage data in grant systems, support committee work, and promote donor-driven awards to diverse partners.

Qualifications

• University degree in business administration, non-profit management, social sciences or related field.
• 3–5 years directly related grant administration or program management experience.
• Demonstrated ability to manage multiple tasks and deadlines.

Responsibilities

• Coordinate multiple student award programs and manage applications, statuses and payments.
• Support grant committees and review processes, ensuring accessibility and responsiveness.
• Prepare grant and award documentation and maintain donor requirements.
• Engage educational institutions and partners to promote award programs.

Skills

Customer service

Organizational skills

Communication

Interpersonal skills

Analytical thinking

Team collaboration

Education

Bachelor or higher in business/ nonprofit/ social sciences

Tools

Salesforce

Smart Simple

Microsoft Office

Job description

Behind every student award is someone pursuing a dream—and behind every successful award program is someone who keeps everything running smoothly. If you're highly organized, love bringing structure to complex processes, and enjoy helping people navigate important moments, we'd love to meet you.

Note: This is a temporary 1-year role that offers full-time hours (35 hours per week) with the possibility of extension or conversion into a permanent position.

ABOUT EDMONTON COMMUNITY FOUNDATION

Edmonton is a city shaped by people who care deeply about their community. Edmonton Community Foundation (ECF) exists to harness that generosity — connecting donors, charities and community partners to enrich lives and build a vibrant city, now and for generations to come.

Each year, ECF distributes more than $44 million in grants and scholarships, made possible through the generosity of over 2,600 donors. Through more than 1,750 endowed funds representing over $1 billion in assets under management, ECF has granted more than $480 million to the community since 1990.

As the largest non-governmental funder of Edmonton’s charitable sector, ECF plays a unique role in identifying emerging community needs and directing resources where they can have the greatest impact. By working collaboratively with donors, nonprofits, volunteers, government, and community leaders, ECF helps ensure Edmonton continues to grow as an inclusive, resilient, and thriving community.

The Opportunity

Reporting to the Director, Grants and Community Initiatives, the Student Awards Associate is responsible for the day-to-day administration of ECF's student awards programs. As the primary point of contact for students, educational institutions, volunteers, and award committees, you'll coordinate award cycles from application through payment while ensuring programs are fair, efficient, and accessible.

Working closely with colleagues and community partners, you'll manage application processes, support selection committees, improve systems and processes, and help expand awareness of ECF's student award opportunities. Your work will directly support students while helping ensure donor intent is honoured and programs are delivered with excellence.

KEY ROLES & RESPONSIBILITIES

Program Coordination

• Manage and coordinate multiple student award programs, ensuring effective communication with applicants, recipients, and educational institutions regarding application processes, statuses, and payments.
• Promote award programs and grants to students and institutions to increase awareness and engagement.
• Oversee the internal review process for award applications, managing award panels, providing administrative support, and recommending decisions to the Director.
• Ensure award decisions and payments are processed accurately and on time so students receive the support they need when they need it.

Grant & Award Management

• Review grant applications and provide support to applicants throughout the process, ensuring accessibility and responsiveness.
• Participate in grant committee meetings, providing recommendations and insights on grant progression.
• Prepare grant and award documentation and fulfill reporting requirements.
• Ensure grants and awards adhere to donor stipulated requirements.

Program Operations & Community Engagement

• Track and evaluate incoming applications for eligibility based on established criteria.
• Manage student award and grant application systems and data within grant management platforms (e.g. Smart Simple and Salesforce), ensuring all data is accurate, complete and up to date.
• Analyze and improve processes, procedures and enabling systems to enhance the effectiveness of award and grant management.
• Engage with educational institutions, community and other organizations to promote ECF’s student award and granting programs.

Supporting Grant Programs and Community Initiatives

• Contribute to other grant programs, such as the Community Grants Program, Small Grants, and Youth Grants.
• Support the development and implementation of youth grant program(s).
• As part of the Grants and Community Initiatives team, review applications for various grant and award programs.

The Ideal Candidate

As the ideal candidate, you're someone who enjoys bringing order to complexity. You take pride in creating exceptional experiences for applicants, can juggle multiple deadlines without losing sight of the details, and build trust through clear communication and thoughtful service. Whether you're coordinating committees, solving unexpected problems, or improving processes, you're motivated by work that helps students succeed.

You will possess the following qualifications:

• A university degree in business administration, non-profit management, social sciences or a related field.
• A minimum of 3-5 years directly related work experience in the provision and administration of grants, grant/funding programs, program management or related areas; equivalent combinations of related post-secondary education and directly related work experience will be considered.
• Demonstrated ability to successfully manage multiple tasks and deadlines

Additional requirements include:

• Strong customer service orientation.
• Exceptional organizational skills with exceptional attention to detail.
• Aptitude for technology with solid understanding and/or experience in the full use of databases and grant management systems (e.g. data management, report generation).
• Experience with Salesforce and/or Smart Simple is an asset.
• Proficiency in Microsoft Office applications.
• High degree of initiative and ability to work effectively as part of a team and independently with little supervision.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal abilities, with a proven ability to build relationships with diverse stakeholders.
• Ability to effectively and professionally present information and respond to questions from diverse individuals and/or groups with differing needs.
• Demonstrated program management skills including effective project planning, workflow design, and regularly assessing program outcomes to identify areas for improvement.
• Some flexibility to work evenings and weekends as required for subcommittee or community meetings.
• Experience in a non-profit or charitable environment is an asset.

What we Offer

We offer a competitive salary and benefits package, professional development opportunities and a supportive work environment including:

• Salary Range: $64,867 - $soci/year.
• A 35-hour standard work week.
• Downtown work location with free parking available.
• Extended Health, Dental and Short/Long Term Disability Benefits, Life Insurance and a Health Spending Account.
• A hybrid work environment where employees collaborate on site a minimum of 3 days per week with the flexibility to work remotely up to 2 days per week.
• Vacation starts at three weeks per year.
• 12 combined personal and sick days.

ECF is committed to building a team that reflects the diversity of our community and creating an environment where everyone feels valued, respected, and supported to thrive. We encourage applications from individuals of all backgrounds, including First Nations, Métis and Inuit peoples, racialized persons, persons with disabilities, women, and members of the 2SLGBTQIA+ community.