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Posting Number: CPM-10556
Position Title: Manager, Admissions and Financial Aid
Department: Student Services & International Relations, Schulich School of Business
Category: Managerial/Professional
Reports To: Assistant Dean, Students, Student Services & International Relations
Affiliation/Union: CPM
Salary Grade: E
Hiring Salary Range: $67,168 - $75,564
Maximum of Salary Range: $92,356
Hours of Work: 8:30 am - 4:30 pm
Full-Time / Part-Time: Full-Time
Duration: Permanent
Consistently ranked in the top tier of the world’s best business schools and #1 in Canada, the Schulich School of Business is known for its global reach, innovative programming and the diversity of its student body. The School has 10 different degree offerings at the Masters level, with 5 graduate diplomas in the MBA/IMBA, 8 fields of study in the specialized Masters programs, 20 areas of specialization in the MBA/IMBA (not counting streams within the specializations), three intakes per year with students studying full-time, part-time, and weekends, and three locations (Keele, Nadal, Hyderabad). The School has almost 1,150 Masters students and more than 50 PhD students in 6 fields. The School also offers two highly competitive undergraduate programs, the BBA Program and the iBBA Program, and has a total undergraduate student body of over 1,600.

Accountable to the Assistant Dean, Students, the Manager, Admissions and Financial Aid supports the strategic enrolment initiatives of the Schulich School by proactively identifying exceptional candidates for one of the many scholarships and awards that the School offers in order to assist with meeting stated enrolment targets. The incumbent is responsible for the direction, training, coordination and management of the financial aid unit at Schulich. This includes facilitating the disbursement of monies to approximately 1200 primarily graduate students from a number of sources for student bursary, scholarship programs; the sourcing and management of funding from external and international loan agencies (i.e. Funed and FIDERH in Mexico) to ensure international students at the Schulich School have access to funding; the management of international student loan programs with various financial institutions; the management of the financial literacy program across all programs at Schulich. In addition, the incumbent oversees the admissions cycle and funding of Schulich’s PhD students.
Identifies, implements and manages financial aid programs that can be used strategically to assist the Graduate Recruitment and Admissions team to recruit and admit an exceptional, diverse student body in a highly competitive environment. Assists the Graduate Recruitment and Admissions team to review and evaluate candidates for an entrance scholarship or award. Participates on the Awards Committee to select eligible recipients for a scholarship or an award and to ensure fair distribution of awards.

Accountable for the administration and management of the Financial Aid unit as part of the Department of Student Services and International Relations at the Schulich School. Contributes to the strategic vision and development of all operations that pertain to the Schulich School of Business Financial Aid unit. Directs, plans, manages, coordinates and monitors major daily operations and functions within the unit.

Responsible for the distribution of approximately $5.5 million in bursary, award and scholarship programs. This involves daily management of the financial aid database for all financial distribution, and accountability for this distribution of both hard copy documentation management as well as computerized storage of information. Manages various student loan programs and identifies new sources of funding to support students across Schulich’s degree programs, and plays a key role in establishing the agreements that underpin these programs. Creation and implementation of a comprehensive Financial literacy program for all study levels. Implements and coordinates speakers for basic financial literacy such as OSAP repayment seminars. Liaises with development officers in Schulich once a donation has been received for scholarship or bursary.

Responsible for overseeing the admissions cycle for the PhD program, including the coordination of assessment with Recruiting & Admissions within Schulich and centrally. The incumbent ensures a smooth process of application adjudication by faculty members and sign off by the Faculty of Graduate Studies (FGS). In collaboration with the PhD Program Director establishes and implements goals to update the funding program to provide a competitive package for potential students. Liaises with FGS to ensure all applications are processed accurately, meet all award guidelines and are submitted by the required deadline. Coordinates with PhD Program Director and Committee to ensure the student service related needs from external scholarship programs such as SSHRC and OGS are met by student services for the specific group. Administers the distribution and collection process for all PhD students personally to ensure that the necessary detail is captured for the purpose of application review and ranking within the posted deadlines. Manages the funding distribution for PhD students in year 1-4 as outlined in the funding agreement. Faculty liaison with Faculty of Graduate Studies to ensure accurate reporting. Liaises with FGS and individual Schulich areas on any clarification required regarding funding for PhD students.

Writes and reviews all materials related to the Schulich undergraduate and graduate financial aid opportunities i.e. lecture schedules, academic handbook and operating manuals as required. Ensures communication of the opportunities to all graduate students in the program, including the use of on-line tools, student seminars and counseling, and communication through the use of social media. Responsible for the communication and management of the SSHRC and OGS funding and the distribution of the awards. Provides training across all units in the Student Services and International Relations Division on Financial aid and FAQ’s. Ensures that the information on the website pertinent to funding for all academic programs as well as information in the academic handbook is consistent and accurate.

Accountable for ensuring that data in the Financial Aid Unit at the Schulich School is accurate and well-kept to ensure satisfaction of the auditors. Interprets and enforces Senate Faculty and Ministry regulations pertaining to the funding aids, such as the Student Access Guarantee and awards for all Schulich student programs. Works with appropriate areas at the University to ensure correct procedures are followed and correct signing authority is received. Ensures that SCARSA guidelines are followed in awarding endowed funds. Ensures all required documentation is received and auditable for the distribution of PhD funding and that the information is in accordance with Senate and Ministry Guidelines. Ensures that all CUPE commitments are met for PhD students in the priority pool. Liaises with the Student Financial Services Office, Faculty of Graduate Studies, Osgoode and other like departments to ensure compliance in the allocation of awards.

Daily management of the financial aid staff in daily operations. Hires and trains staff in these functions to ensure quality service. Strategically reviews operations regularly to streamline and create efficiencies. Identifies and recommends on budget expenditures required for staffing and resource changes for the Financial Aid unit.
Type: Registrar and Associate Registrars, Financial Services and Student Accounts, staff local to Schulich as well as staff at the University.
Purpose: For financial aid related matters.

Type: University auditor, accountants.
Purpose: For financial records.

Type: External funding agencies (i.e. RBC, Scotia Bank).
Purpose: For student loan programs

Type: Financial aid community at other universities
Purpose: To collaborate and to learn best practices.
Supervisory Responsibilities:
Affiliation   Number of Individuals   Direct/Indirect   Type
YUSA   2   Direct   Administrative/Secretarial/Clerical
YUSA-2   1   Direct   Administrative/Secretarial/Clerical

Nature of Supervisory Responsibility:
The incumbent has full managerial authority with respect to unit staff. This includes responsibility for hiring staff, assessing staffing requirements, modifying job responsibilities, hours and days of work of staff, assessing work performance and taking corrective action (including disciplinary action up to termination, determining whether to retain probationary employees, authorizing overtime, responding to requests for time off. The incumbent acts as a management representative in the event of employee relations issues. Plans, directs, and provides operational day-to-day management to the unit.
Physical & Sensory Demands/Environmental Conditions:
Notes: General office environment.
Decision Making:
Exercises independent decision making within the scope of the role. Decisions are operational, financial and personnel related. Decisions that would have a financial impact on the Financial Aid unit are made in consultation with the Assistant Dean, Students.
Direction Received:
Works independently within established guidelines. Regular management meetings are held in the Division to ensure that the overall goals and direction of the Division are being met.
Financial/Budgetary Control:
Other Budgets:$5.5 Million in distribution of Student Bursary, award and loan programs.
University degree, graduate level preferred such as an MBA.
3 to 5 years of progressively more responsible related administrative experience, including supervising in a multiple function environment and management experience in a unionized environment. Experience working with complex financial records and transactions. Management experience in a financial aid/student service area.
Demonstrated supervisory and interpersonal skills; demonstrated excellent communication skills, oral and written; effective problem solving ability; highly organized and demonstrated attention to detail, speed and accuracy are paramount; analytical ability; ability to manage conflicting priorities and deadline; ability to use, understand and develop appropriate data base management systems; experience in advising/counselling and presenting to individuals as well as large groups; high competence in MS Office suite (intermediate word processing, power point skills and advanced Access and Excel); ability to maintain confidentiality, diplomacy and ability to counsel students in stressful situations (i.e. financial hardship); proven ability to adapt and to work highly effectively in a multi-tasked environment under high pressure and with high volume of work.
Additional Notes:
Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
Criteria for Exclusion from a Bargaining Unit:
This position supervises other employees and makes recommendations that affect those supervised, such as hiring, firing, promotion, and/or discipline. This position has responsibility for management action under collective agreements (e.g., notice of job closure, grievances, performance issues, etc.).

This position is responsible for formulating, managing and administering budgets for the University, including the allocation of resources for the employment of staff. If this position's responsibilities are primarily accounting/bookkeeping and reconciliation functions, do not check this box.

Due to the confidential capacity of this position, given it directly reports to individuals engaged in the administration of collective agreement, including grievances, negotiations, etc., the incumbent would have prior knowledge of the University's position in negotiations. This would place the incumbent in a conflict of interest.

This position is responsible for the formulation of policy objectives and makes effective policy recommendations related to the development of administrative and academic programmes, including recommendations that would impact on staffing complement.

This position is responsible for making binding decisions involving independent judgement and discretion over important aspects of the University's business (e.g., independently negotiating and authorizing contracts, on behalf of the University, with third parties).

This position is required to perform duties and has responsibilities which, while not described above, are not included in a bargaining unit (e.g., excluded under a certificate by the Ontario Labour Relations Board.

Internal Posting Date: June 23, 2017
Internal Application Deadline: Posted until filled
Extended Posting Date: June 23, 2017
Extended Application Deadline: Posted until filled
External Posting Date: June 23, 2017
External Application Deadline: Posted until filled

Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.


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Please note, due to the high volume of applications received only those selected for an interview will be contacted.

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