Student Awards and Finanical Aid Coordinator

Department: Student Financial Services
This position is represented by the agreement between the Professional Staff Association and the University of Guelph

Temporary full-time from 04/06/2026 to 08/28/2026 
Temporary Absence of the Regular Incumbent

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com) 

General Purpose

The Student Awards & Financial Aid Coordinator plays a pivotal role in delivering a seamless, student‑centred experience across the University of Guelph’s institutional and government financial aid programs. Reporting to the Assistant Registrar, Student Awards & Financial Aid, the Coordinator provides operational leadership, data‑informed insights, and direct oversight of award and aid processes that distribute approximately $50 million annually to more than 11,000 students.

Financial aid and awards are essential to student access, retention, wellbeing, and academic success. The Coordinator ensures the accurate and compliant administration, accounting, record‑keeping, and reporting of all institutional awards including approximately 2000+ endowed and annual scholarships, bursaries, travel grants, work‑study positions, and undergraduate research assistantships, for graduate, undergraduate, associate diploma, and Guelph‑Humber students. The role also oversees key components of government financial aid programs, including work-study, undergraduate research assistantships, OSAP and Out‑of‑Province assistance.

The Coordinator leads and mentors a team of three full‑time Student Awards & Financial Aid Assistants, ensuring high‑quality service delivery across in‑person, phone, and email channels within a high‑volume, fast‑paced environment. The incumbent develops efficient and student‑friendly operational processes aligned with broader Registrarial Services practices, plans staffing resources for peak periods, and fosters a positive, solutions‑focused team culture.

The Coordinator collaborates closely with the Student Awards Management Specialist, the Student Accounts Supervisor, the Manager of the LINC, and colleagues in Admissions and Recruitment to ensure award and financial aid processes are accurate, efficient, and student‑centred. This collaboration supports seamless front‑line service delivery, consistent award terms and conditions, effective promotion of entrance and in‑course awards, and a smooth overall experience for prospective and current students.

As a central contributor to continuous improvement, the Coordinator provides evidence‑based recommendations that enhance award distribution, streamline workflows, and improve service turnaround times, always with a commitment to equity, compliance, privacy, and student‑centricity.

Duties and Responsibilities

Promotion & Administration of Awards and Financial Aid (≈70%)

• Oversee the promotion, administration, accounting, record‑keeping, and reporting of institutional awards (endowed and annual scholarships, bursaries, travel grants, work‑study, and undergraduate research assistantships).
• Create and maintain awards in the student information system, including award rules, eligibility, GL and student information system coding, fund mapping (endowed, trust, operating), and award wind‑down/closure entries and notifications as required.
• Steward ~2000+ internal awards across graduate, undergraduate, associate diploma, and Guelph‑Humber programs.
• Ensure compliance with all fiduciary, audit, and reporting requirements (internal and external).
• Oversee payment processing through the student information system, ensuring accurate and timely disbursement; coordinate cheque production for award ceremonies as needed.
• Collaborate with other units such as IT and/or Business Processes and Systems to support the accurate and timely electronic issuance of T4As to recipients.
• Produce accurate, timely reports and dashboards for departments, colleges, senior administration, and external agencies.
• Collaborate with SFS Communications Manager and Student Awards Management Specialist to promote awards across channels (online award search tool, U of G website, academic calendars, social media, mass email, student newspapers, posters) and at recruitment events (e.g., Ontario Universities’ Fair, open houses, high school outreach).
• Support process optimization and student‑friendly workflows; provide data‑informed recommendations to improve equitable distribution and service turnaround times.

Supervision & Service Operations (≈20%)

• Supervise, manage, and train three full‑time Student Awards & Financial Aid Assistants.
• Coordinate and schedule daily workflows across in‑person, phone, and email service channels; manage vacation planning, overtime, and task prioritization for service continuity.
• Engage and motivate staff during peak times; model calm, focused, and positive leadership with creative problem‑solving and preparedness.
• Collaborate with ORS units to ensure effective operations including the Linc, Enrolment Services, and Admissions & Recruitment.
• Track and analyze service metrics across all channels; provide operational insights and recommendations to leadership.
• Provide short‑term staffing strategies during peak periods and act as a backup for key supervisory responsibilities as required.

Student Financial Services & Committee Support (≈10%)

• Serve as a subject‑matter resource for the Student Awards Management Specialist, College award committees, faculty, staff, and Advancement units involved in fundraising and stewardship.
• Provide expert advice on award structures, eligibility, policy interpretation, and best practices in award administration.
• Contribute to divisional planning and initiatives related to student financial support and continuous improvement in application and decision processes—without compromising the intent/spirit of individual awards.
• Support other responsibilities as needed to meet unit and institutional goals.

Requirements

• Undergraduate degree in a relevant field, such as Education, Social Sciences, Public Administration, Business Administration, Psychology, Sociology, or related disciplines supporting student services, policy interpretation, data analysis, or program administration.
• 3 to 5 years of progressive experience in a post‑secondary environment, including student financial aid/awards administration and two to three years of supervisory responsibilities; an equivalent combination of education and directly related experience may be considered.
• Strong understanding of the role and impact of student aid and scholarship programs in supporting access, retention, and student success.
• Expert knowledge of Ontario Human Rights policies related to scholarships and awards.
• Knowledge of university organizational structures and governance, particularly as they relate to student awards and financial aid.
• Demonstrated commitment to student‑centred service, with high emotional intelligence, empathy, tact, discretion, and strict confidentiality.
• Proven sound judgment and flexibility in decision‑making, especially when navigating complex or sensitive issues.
• Demonstrated leadership in high‑volume, high‑pressure service environments; ability to manage peak periods with composure and a solutions‑focused approach.
• Willingness and ability to work overtime during peak Student Financial Services periods.
• Creative problem‑solving with strong analytical and data interpretation skills.
• Deep understanding of privacy legislation, university policies, and best practices in award administration.
• Collaborative mindset and authentic commitment to developing funding solutions that enhance student success.
• Advanced technical proficiency, including:
• Microsoft Office Suite
• Student information system (Ellucian Colleague or similar enterprise systems)
• University’s central financial reporting system
• SharePoint (workflow streamlining, documentation, collaboration)
• Qualtrics (surveys, data collection, process improvement)
• Ability to learn and adapt to new technologies that improve student service and turnaround time.

Employee Type: Regular 
Position Number: 10443026 
Classification: P&M FT- Band 04    
Professional/Managerial Salary Bands 
The target hiring salary for this position is minimum and up to 96% of midpoint for the salary grade.

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date:  02/25/2026  
Closing Date:  03/10/2026