Student Financial Support | Student Financial Management | Enrolment Services
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This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
The Student Financial Support Analyst is a critical role, responsible for campus and/or university-wide student financial support programs, performing specialized and complex financial reporting, process management and administration for the Canadian federal and provincial student loans program and US federal direct loan program, and will also provide back-up support on the recommended awards program and the bursary program for both campuses as a whole. This position also acts as a functional analyst with respect to the design, development, enhancement and implementation of the complex processes in the awards, bursary or loans related systems, databases and applications, to ensure the accuracy of assessments and disbursements of the student financial assistance to the students in both Vancouver and Okanagan campuses.
Organizational Status
Each Student Financial Support Analyst incumbent is responsible for their own assigned primary program portfolio (either recommended awards, student loans, or bursary program). All of the Student Financial Support Analyst positions report to the Manager, Student Financial Support.
The position works with the Manager, Student Financial Support and the Associate Director - Student Financial Support, Director - Student Financial Support (SFS), Enrolment Services (ES) unit directors, associate directors, and managers in both UBC Vancouver and Okanagan campuses. The position interacts with staff in all faculties, Development Office, VP Student s Office, International Students Initiative Office, Student Development and Services Office, Go Global Office, Budget Office and other central University agencies concerned with budgeting and financial matters.
The incumbent supervises the work of Student Financial Processing Specialists as relates to student awards, loans and bursary administration. In support of the Director and Associate Director, SFS, the position also liaises with student government organizations regarding student financial support initiatives, and liaises with other post- secondary institutions, post-secondary associations, foundations, private organizations, federal, provincial and American funding agencies on all aspects of student financial support.
Work Performed
University Bursary Program
1. Maintains a comprehensive understanding and interpretation of Access to the University of British Columbia Policy (72), student financial assistance policies, with particular focus around student need assessment mechanisms with all Canadian and US Government agencies.
2. Leads, develops, recommends, and implements process and policy updates with University student financial support initiatives, projects, or programs.
3. Acts as the primary subject matter expert in student bursary policies, student need assessment mechanisms, procedures, and processes.
4. Maintains current knowledge of and ensures compliance to Canadian and US federal and provincial legislation on student financial assistance, with particular focus around student need assessment mechanisms.
5. Assesses, evaluates, and develops cross-functional procedures and processes relating to student bursary to ensure compliance with Access to the British Columbia Policy (72) and government student loan policies.
6. Develops recommendations and implements process improvements in collaboration with faculties/programs and business units
7. Initiates the development and implementation of strategic decisions affecting student bursary portfolio. Manages project resources, timelines and achievement of objectives.
8. Creates, monitors, and assesses key performance indicators relevant for the business unit. Identifies and reports red flags and takes appropriate action for resolution.
9. Oversees submission of regulatory reports to ensure timeliness and accuracy.
10. Provides advice to faculties/departments and business units on University student bursary policy compliance and student need assessment mechanisms.
11. Provides training and education to faculties/departments and business unit managers on University policies and guidelines relating to management of student bursary. Attends faculty/department and business unit meetings periodically to disseminate new information and guidelines affecting management of student bursary and addresses concerns strategically.
12. Provides and develops business and financial analysis and prepares comprehensive reports on statistics and performance of University student bursary program.
13. Liaises with Ministry government officials on collection, transmission, and use of student need assessment data, including on reaching strategic resolutions in resolving complex student cases.
14. Supports the University s external audit and ensures audit supporting documents are prepared on a timely and accurate basis.
General Responsibilities
1. Prepares and/or supports the preparation of financial reports, budgets, narratives, and statistical analyses for external funding agencies and organizations and internal University stakeholders, including annual student financial support report to the Board of Governors to support decision-making
2. Provides insights into significant financial risks and makes practical recommendation to reduce risks, improve operational performance and increase management confidence.
3. Works with all levels (leaders, managers, and clerical staffs) of assigned areas to identify opportunities for improvement related to University student financial support, and liaises with relevant parties to establish measures and achieve targeted results.
4. Advises Enrolment Services (ES) Advisors on student financial assistance, budgeting, accounting and administrative issues relating to University student financial support.
5. In cases when established policies and procedures are insufficient, reviews particularly complex queries brought forward from ES Advisors, faculties and staff members; Undertakes detailed reviews of students academic and award records and liaises with relevant UBC staff as necessary to determine student eligibility for University student financial support.
6. Develops and maintains relationships throughout business units to enable business objective and issue resolutions.
7. Establishes priorities of Student Financial Processing Specialists to ensure efficient, timely, and accurate payment of student loans, award, and bursary funding to students.
8. Participates in the design, development and delivery of workshops for Faculty Scholarship Chairs, advising staff, Development Office to further their knowledge of University student financial support.
9. Performs other related duties as required or necessary in keeping with the qualification and requirements for the job.
Consequence of Error/Judgement
The incumbent has responsibility to maintain a detailed understanding of complex loan, awards, and bursary policies and regulations, both those of UBC and federal/provincial government student financial assistance programs, and requires a comprehensive understanding of UBC s Endowment Management Policy (113) and Access to the University of British Columbia Policy (72) in order to provide accurate information to UBC staff, faculty and students and to make frequent evaluations regarding students eligibility to receive loan, award, and bursary funding. Failure to observe carefully internal and external policies and regulations and to adhere to the stated terms of loan, award, and bursary eligibility can have significant financial impact, and may also impact the relationship of the University with donors and provincial/federal government student aid programs. Failure to meet the conditions of an award established through a bequest could place the University in violation of the trust established by the donor s estate and error could result in the withdrawal of funding. If award set-up and assignment is not accurate and consistent with the guidelines established by the University and/or the award establishment form or terms of reference, students, staff and faculty may be misinformed and the award policies will be seen as unfair and inconsistent. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of the University in student loans, awards, and bursary administration and may also incur reputation risk.
Supervision Received
Reports to the Manager, Student Financial Support and the Associate Director, Student Financial Support. Works independently under the direction of the Associate Director, SFS. Exercises initiative and sound judgment in making decisions. The individual is responsible for the smooth operations and accurate financial reporting of the recommended award portfolios and assignments, government student loans, or bursary program, and would only refer to Associate Director on issues that require a change in overall policy. Work is reviewed in terms of achievements and of specific goals.
Supervision Given
Manage training, work accuracy and quality, and work allocations of 2-3 permanent CUPE 2950 clerical staff members and temporary staff members when necessary.
Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Undergraduate degree in a relevant discipline and Completion of an accredited Accounting program (CA, CGA or CMA).Minimum of five years experience or the equivalent combination of education and experience.Experience with complex reconciliations, financial planning, systems development, budgeting and financial control. Supervisory and training experience required.
Strong analytical and problem solving skills, including ability to apply conflict resolution techniques. Knowledge of Canadian federal and provincial student loans regulations, US direct loan program policies and procedures. Knowledge of University endowment management policies, University accounting and structures. Knowledge of University Policy 72 is an asset. Knowledge of FIPPA (Freedom of Information and Protection of Privacy Act). Knowledge of financial and student automated systems (UBC s SISC, FMS an asset). Extensive knowledge and experience with standard PC software including MS Excel, Word, Outlook, Internet.
Excellent organization skills, ability to set and maintain multiple priorities, to adapt and be flexible when addressing changing priorities. Demonstrated ability for a high level of attention to detail when working with complex material. Ability to work under pressure and critical deadlines and produce accurate and measurable results. Demonstrated high level of judgment. Demonstrated excellent interpersonal and communication skills including the ability to understand and effectively communicate with others at all levels of the organization in writing and orally. Ability to maintain confidentiality. Strong initiative, work ethics, and integrity required. Demonstrated experience in performing detailed reconciliations, financial reporting and analysis, and a proficient understanding of accounting principles. Works with a high level of accuracy and is detail-oriented.
