Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
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Supervisor Title:
Financial Aid Scholarship & Bursary Specialist
SO-345
1221
8
Financial Aid
Assistant Registrar
Last Reviewed:
November 27th, 2012
Job Purpose
The Financial Aid Scholarship & Bursary Specialist plays a key role in the administration of the
scholarship and bursary programs. The incumbent is responsible for allocating bursary &
scholarship awards, from university, government and privately endowed funds. The position
works with internal agents, such as the Development office, Graduate office and the Trent
International Program. The position will coordinate scholarship activities with the admission and
recruitment areas of the Registrar’s Office. The incumbent will work with external agents, such
as the Ministry of Training, Colleges and Universities (MTCU), and will be responsible for
reporting financial aid data to the MTCU. This position will keep accurate records and provide
reports to aid in the management and analysis of the student aid programs. The incumbent is
responsible for communications, including the Financial Aid web site and the Financial Aid
Section of the University calendar.
Key Activities
1. Administers all merit-based undergraduate scholarship programs, including the MTCU’s
Aiming for the Top program. Works with the admissions and recruitment areas to
identify scholarship winners, develop appropriate communications to students and
identify strategic uses of the merit based programs in attracting potential students.
Liaises with the Development office to ensure appropriate use of the endowed
scholarship and bursary funds.
20%
2. Acts as a member of the Student Awards committee and provides support and
information to the committee in the selection of the prestigious scholarship winners.
Provides advice and assists the Assistant Registrar and the Student Awards committee in
the development of scholarship policy and procedures.
3%
Job Number: SO-345
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Last updated: November 2012
3. Assists the Assistant Registrar with the implementation and further development of the
Financial Aid module of the Datatel Colleague Student System. Writes Financial Aid
procedures for office staff.
10%
4. Assesses and calculates needs-based bursaries for undergraduate students, using
information from the OSAP download and from government student aid assessments for
out-of-province students. Works with Assistant Registrar and Financial Aid staff to
ensure that all bursaries, including tuition set aside and endowed bursary funds, are
properly distributed to students in accordance with the Trent University bursary policy.
Liaises with the Grad office and the Trent International office in the administration of
needs-based aid.
20%
5. Assists the Assistant Registrar in reporting scholarship and bursary data to appropriate
internal and external agents. Assists with reports to the MTCU, and updates data
through the MTCU’s Bursary Recording System. Works with the IT department and the
Registrar’s Office in the development of financial aid reporting.
20%
6. Working with the Assistant Registrar, is responsible for financial aid communications.
Updates the Financial Aid web site and the University calendar. Participates in
communication and outreach activities, such as high school visits, the Ontario
Universities Fair, New Student Orientation sessions and Open House events.
5%
7. Participates as a Trent representative in Ontario University Registrars’ Association
(OURA), and the Ontario Association of Student Financial Aid Administrators (OASFAA).
2%
8. Participates in other special activities or projects as needed. Assists with OSAP
distribution during peak times, and performs other duties as assigned by the Assistant
Registrar, Financial Aid.
20%
Analytical Reasoning
Advanced skill level in word processing, and spreadsheet applications required.
Knowledge of student information system and reporting of student data preferred. Ability to
describe reporting needs to programmers working in the IT department.
Advanced reporting and spreadsheet: For example, run grade reports in the Datatel system and
use the information to award scholarships. Download OSAP data from the Ministry system and
use advanced excel functions, such as vlookup to merge with student data to determine bursary
values.
Decision Making
Must be able to work independently and as part of the Financial Aid team. Will use judgement
to make decisions on student eligibility for scholarship and bursary programs. Will use initiative
to make recommendations for changes or improvements to existing policy and procedures.
Job Number: SO-345
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Last updated: November 2012
Impact
This position carries significant impact to the University and the student body. The incumbent
will make decisions about student scholarship and bursary funding. The University invests a
significant amount of money into the scholarship program to attract and retain quality students.
The bursary program is subject to the Ministry of Education’s Student Access Guarantee
guidelines, and the OTSS and OSOTF guidelines. The incumbent must understand the Ministry
guidelines and ensure compliance in the awarding of funds to students.
The incumbent must also be aware of the specific wishes of the donors of privately endowed
scholarships and bursaries and ensure that donor’s wishes are being respected.
Education
An undergraduate University degree.
Experience Required
At least 2 years’ experience in a University setting. Knowledge of the university scholarship,
bursary, recruitment, or admissions regulations and procedures required.
Responsibility for the Work of Others
Jointly with the Financial Aid officer, is Lead Hand to:
- Financial Aid Assistant, OSAP and special programs OPSEU
- Financial Aid Assistant, OSAP and work study programs OPSEU
- Part-time temporary staff, student assistants
Communication
The position works with internal agents, such as the Advancement office, Graduate office and
the Trent International Program in the administration of scholarship and bursary programs.
The position will coordinate scholarship activities with the admission and recruitment areas of
the Registrar’s Office.
The incumbent will work with external agents, such as the Ministry of Training, Colleges and
Universities (MTCU), and will be responsible for reporting financial aid data to the MTCU. This
position will keep accurate records and provide reports to aid in the management and analysis
of the student aid programs.
The incumbent will work with the communications department and is responsible for the
Financial Aid web site. They will communicate with the Student Awards committee regarding
scholarship and bursary policy and the Financial Aid Section of the University calendar.
Motor/ Sensory Skills
Data entry requiring speed and accuracy on the Datatel and MTCU system. Typing in Micro Soft
word and spreadsheet manipulation, using a mouse in Micro Soft Excel.
Job Number: SO-345
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Effort
Job requires a significant amount of focus on complex tasks and the ability to concentrate and
solve complex problems.
Working Conditions
Office environment. Some data entry or typing task may be repetitive.
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Job Number: SO-345
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Last updated: November 2012