Graduate Fellowships And Awards Coordinator

Job Description

Awards and Fellowships 50%

• Independently coordinates all award competitions for the Office of Graduate Studies, including faculty, graduate student, and staff awards.

• Prepares and distributes award calls, responds to inquiries from students, faculty, and staff.

• Receives applications, reviews for eligibility, and coordinates the work of review committees or other selection processes.

• Communicates with agencies and organizations with external awards and nominations that require internal selection processes.

• Prepares and distributes award notifications and maintains records of awardees.

• Keeps the Director of Professional Development & Communications apprised of award cycle and progress.

• Coordinates with the OGS communications staff to promote award competitions and prepare press releases and profiles of award winners.

• Maintains all relevant web-based application forms for award submissions, nominations, and program applications.

• Maintains and updates all relevant website content for internal awards and fellowships.

• Primarily responsible for monitoring, routing, and/or responding to all email traffic in the Graduate Awards email account.

External Awards 30%

• Provides administrative support for graduate students who hold non-employment-based external fellowships including the NSF Graduate Research Fellowship Program (GRFP) and related fellowships including:

• liaising with KUCR post-award staff

• serving as contact for federal agencies

• meeting annual reporting for non-budgetary requirements for NSF GRFPs

• Designs and coordinates workshops, resources, and other materials to support the development of application materials for nationally competitive fellowships/grants.

• Develops and manages communication plans in collaboration with the Director of Professional Development and Communications to alert current students about upcoming deadlines and competitions for nationally competitive fellowships/grants

• Collaborates with the Assistant Director of Graduate Writing and Support and the Director of the Office of Fellowships to provide feedback on application materials for nationally competitive fellowships/grants.

• Works with schools and academic units to provide additional workshops or presentations to support student applications for external grants and fellowships.

Budget Support and Administration 10%

• Provides general budgetary support for the Office of Graduate Studies

• Works closely with the Shared Service Center on details of award disbursements to ensure awards are disbursed promptly and in accordance with university policies.

• Works closely with Human Resource Management, the SSC, Schools, and the Provost's Office to ensure the hiring of internal fellowships administered by OGS.

• Assists the Associate Vice Provost for Graduate Studies with BCP requests for each fiscal year

• Prepares and submits post-award disbursement information for internal awards, fellowships, and scholarships.

• Works closely with the Shared Service Center to coordinate travel for KU student representatives to regional competitions and ceremonies.

• Monitors payroll appointments for the Office of Graduate Studies fellows. Maintains Graduate Research Assistant appointment processes and recordkeeping. Communicates with fellows regarding Graduate Research Assistant appointments.

• Understands and complies with University, state, and Endowment financial policies and procedures

Other Duties as Assigned 10%

• Attend OGS and relevant team meetings

• Support documentation and assessment activities.

• Participate in relevant professional development.

• Other tasks and projects as determined by the Director of Professional Development & Communications as relevant to the position.

Required Qualifications

• Master's degree and one year of related experience OR a Bachelor's degree and 3 years related experience

• Strong verbal and written communication skills, as evidenced by work experience, application materials, and interview

• Experience with basic office computer systems including experience with MS Word, PowerPoint, and Excel

• Demonstrated ability to effectively manage budgets, including experience with forecasting, tracking, and reporting on financial resources

• Experience handling sensitive and confidential material

Preferred Qualifications

• PhD in a program/discipline represented at KU

• One year of experience administering awards, scholarships, and/or fellowships

• Experience with graduate students and graduate programs

• Experience with drupal or other website development platforms

• Ability to quickly learn new technology and technical skills sufficient to navigate a complex workflow system and serve as a liaison to IT services, as evidenced by work experience

• Experience providing written and verbal feedback on research or academic materials.

• Experience with writing grant or fellowship materials

• Strong organization and time management skills, as evidenced by work experience and application materials

• Skilled in MS Word, Excel PowerPoint, Adobe Creative Cloud, Drupal, website software, and database applications (e.g., Access), as evidenced by training or work experience

Position Requirements

• This position will primarily work on the KU Lawrence campus with some remote work flexibility.