Job Description

Position Overview

Student and Enrolment Services is currently seeking a Full-time Regular International Student Financial Advisor.

Reporting to the Assistant Registrar, Enrolment Services; the International Student Financial Advisor works independently and within a dynamic office environment, which experiences a high volume of critical student financial assessment advising and creation of dynamic fee assessments related to innovative International programming initiatives from the International Study Abroad program, Group Study programs and Exchange programs. Excellent organizational abilities, efficient time management, discretionary judgment, decision-making and problem-solving skills are essential. The role also demands excellent communication and interpersonal skills because detailed advice and information is given to students, staff, faculty on processes and development of operations when new programs are launched throughout the academic year. Demonstrating timeliness and confidentiality are critical.

The incumbent performs essential work in ensuring student financial accounts are accurate, up-to-date based on intentional programs they have applied and/or participating in. The position provides recommendations for changes to student financial procedures and practices that would benefit the student, the unit and/or the university. The incumbent will design and present a variety of workshops, webinars and events to support the international student financial processes and funding programs available to support students.

The International Student Financial Advisor is part of a collaborative, student-centered business unit in Enrolment Services, which provides financial information and supporting all financial aspects of international student programs and initiatives, assisting all undergraduate students engaging in an international experience each year. This position advises, posts financial assessments and adjustments based on approved fees and administers financial transactions on the student financial record. The incumbent ensures that the International student financial assessment and the student record are accurate and aligns with university timelines.

Attention to detail is critical - decisions made will have direct consequences for student financial assessment and financial systems and the impact of errors is high. It is essential that the financial assessment and communications to students engaging in international experiences timely and correct. If compromised it may impact the ability to support the international strategy and increased international student experience of the student population.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Award and Endowment Account Financial Administration

• Assists in the administration of all university undergraduate awards through operating projects funded annually by donor revenue (from donor-University of Calgary gift agreements and Request For Funds invoicing for UCalgary awards), internal transfers from faculty and departments, income earned on approx. 900university scholarship endowments and university based Central Operating funding for Undergraduate Awards.
• Works in partnership with faculties, departments, including Finance to ensure funds are received in a timely manner in accordance with the terms and regulations provided by the source of funds and the policies of the university.
• Advises departments and faculties of their financial liability in an accurate, efficient and timely manner with the goal of building and nurturing strong working relationships.
• Confirms faculty/department-funded award allocations prior to approving award expenditures on an annual basis.
• Provides up-to-date award project information to Advancement to ensure timely transfer of funds into new award accounts.
• Assists in confirming annual Requests for Funds amounts, donor changes.
• Manually approves each award allocation for every award competition, annually. Ensures Award Allocation tables are accurately updated in PS Awards bolt-on prior to each award competition with correct project information, number of awards and value(s) as well as notes for reference to self and colleagues for future administration of these awards.
• Reconciles $400K Dino\'s Excellence internal match funding with donor funding on an annual rolling basis, to calculate Athletic and Athletic First-Year award allocations.
• Liaises with other U of C departments regarding maintenance of award accounts.
• Informs Assistant Registrar and awards administrators of any account issues prior to start of award selection for any given category.
• Liaises on accounts receivable functions including Request for Funds and pledges with Development.
• In consultation with and as approved by the Manager, Undergraduate Awards, request inactivation of accounts.
• Processes payments of invoices, requesting POs for convocation medals.
• Requests creation of new projects including completion of E-Project Request Form, compilation of all relevant agreements, award notices, budgets and terms of references, collection of appropriate signatures, and processing and follow-up of request through UService, including Endowments (where necessary).
• Works with Awards business analyst on creation and maintenance of item types, including requesting new item types (for new projects/awards), item type updates (project or description information), charge priority changes.
• Updates documents or instructions as received from Advancement, or as operational changes warrant.
• Conducts ongoing project maintenance, including updating project header information, project budgets, adding or inactivating endowments, adding or inactivating activity codes, and/or adding documents to project attachments.
• Tracks metrics of project creation and maintenance (including item types), and correction/journal requests as they flow through UService (ticket numbers, timing to resolution, data about request).
• Completes semi-monthly award posting, including coordinating posting dates with Awards and Finance staff. Monitors reports prior to posting to ensure completeness of disbursement posting group, record metrics about each post (# of students, award totals).

Financial Aid Administration

• Collaborate with Assistant Registrar in oversight of the US Direct Loans and Veteran\'s Affairs GI Bill at UCalgary program.
• Supports with provincial and national loan program when needed.

Journal Entry Requests

• Creates correction and salary/benefit journal requests utilizing up-to-date forms to clear overspends and/or move funds proactively as part of award administration, submitting through UService and monitoring tickets as necessary.
• Ensures journal entry requests are complete, for the correct accounting period, have the correct chart field string codes on each journal, and have complete and accurate journal descriptions.
• Prepares complete and self-explanatory supporting source documents that provide an accurate and thorough explanation of the transaction recorded in the journal request.
• Retains supporting documentation in a form that can be retrieved at a future date for a period of 7 years in compliance with university retention rules.
• Corrects transactions in a timely and accurate manner according to established procedures.
• Sends requests for transfers related to award programs and/or activities to budget officers in faculties/departments as per fund transfer rules established by Financial Services.
• Remains current with training and knowledge of/changes to established policies and procedures.

Qualifications / Requirements:

• An undergraduate university degree with a concentration in business administration or mathematics and statistics.
• One-year experience withing the Office of the Registrar or Student Affairs in post-secondary.
• Expert level and highly proficient with Microsoft Excel possessing the ability to use spreadsheets, tables, calculations, and automation efficiently to process large quantities of data relevant to business tasks.
• Microsoft Office applications (Word and Outlook, Teams).
• Enhanced ability to work with technology -- experience with PeopleSoft (PS) Student Administration system and Enterprise Reporting preferred; an aptitude for using technology to improve efficiencies and streamline processes.
• Demonstrated organizational, analytical and problem-solving skills.
• Ability to independently and effectively meet deadlines while ensuring accuracy, completeness and attention to detail.
• Demonstrated success working collaboratively with cross-functional teams.

Application Deadline: July 3,2023

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our . For more information visit

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada\'s leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation\'s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada\'s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit .

The University of Calgary has launched an institution-wide in line with the foundational goals of , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the ( ) and requests for accommodations can be sent to Human Resources ( ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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