Graduate Student Awards Coordinator

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Graduate Student Awards Coordinator


Graduate Studies

Reports To:
Vice Provost for Graduate Studies

Position Type:

Position Summary:
Under the direction of the Vice Provost for Graduate Studies, handles key tasks and university interactions pertaining to the processing of graduate student financial support nominations and other relevant tasks as assigned by the Vice Provost for Graduate Studies.

Essential Functions:
1. Financial Awards Processing: This function finds the incumbent responsible for, but not limited to, processing the following assignments:
- Processes nomination forms (submitted using paper forms or the GANS online process) for graduate student financial awards. This includes checking the academic status of graduate students for eligibility regarding their initial appointment or renewal of their award (using Banner Student), checking funds availability and eligibility (using Banner Finance), placing relevant award information in Banner Finance, and generating award letters.
- Processes graduate student travel awards approved and funded by the GSA.
- Checks funds availability in the TA and grant accounts of academic departments and principal investigators, and other student nominating units before entering/processing awards.
- Signs/approves award letters on behalf of the Vice Provost for Graduate Studies, if authorized by the latter.
- Maintains cumulative financial award data and student progress reports for the Vice Provost for Graduate Studies.
- Interacts, if needed, with off-campus student support programs (e.g., GEM, LSAMP).
- Coordinates processes, as needed, for cancellation or modification of awards and budget changes, and prepares budget transfer forms for approval by the Vice Provost for Graduate Studies.
- Informs departments and colleges of deadlines for student nominations and minimum support amounts.
- Handles fellowship and scholarship nominations, and informs departments and colleges about the availability of such funds after consulting with the Vice Provost for Graduate Studies
- Identifies any eligibility or support fund issues that requires action or evaluation by the Vice Provost for Graduate Studies, and keeps the Vice Provost informed of the status on a regular basis.
- Maintains the applications made by students for any awards that are available outside of the departmental nomination process (e.g., fellowships), reviews these opportunities with the Vice Provost for Graduate Studies, and coordinates candidate interviews, if needed.
- Maintains student support data to be communicated to their union, as requested by the Vice Provost for Graduate Studies.

2. Correspondence: This function covers a broad array of written and verbal communiqué for which this incumbent is responsible for developing and handling, including, but not limited to:
- Assisting in the development of standard form letters pertaining to financial awards.
- Preparing letters as directed for special awards and fellowships, and works with students on reimbursement for fees and expenses as allowed by these awards (including various endowed fellowships and scholarships through the NJIT Foundation).
- Receiving award response letters and coordinates completion of I-9 and other documents needed to assure eligibility to work and to place students on the NJIT payroll, and advising students on the process.
- Contacting award nominators about issues that may arise on student eligibility or funds availability, and seeks resolution. As needed, consults with the Vice Provost for Graduate Studies.
- Working with the Office of the Provost on the balances of TA budgets and various student assistantships, with the Global Initiatives Office on issues of INS eligibility, with the Research Office on issues of research funding availability, with the Bursar on feeding tuition awards in Banner Finance, and with the Budget Office on reviewing the status of funding.

Additional Functions:
1. Maintains up to date Graduate Studies Office files on RA, TA, fellowship and scholarship awards to graduate students. Automates this process to facilitate real time updates.
2. Compares historical student support data across departments and colleges as requested by the Vice Provost for Graduate Studies.
3. Performs other duties as assigned by the Vice Provost for Graduate Studies.

Prerequisite Qualifications:
A Bachelor's degree. Must be proficient in the Microsoft Office suite and computer-based data processing. At least two years of higher education experience in a relevant area. Understanding of relationship between the academic and business units of the university. Must have excellent interpersonal skills and be experienced in dealing with a diverse demographic group. Demonstrable computing capabilities, specifically data management using Banner (Student and Finance), information resources, Microsoft Excel and word processing.

Preferred Qualifications:
Substantial experience in using Banner (Student and Finance). Evidence of increasing levels of responsibility in career. At the university's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Bargaining Unit:



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