Graduate Fellowships and Awards Coordinator

Position Overview

The Office of Graduate Studies is seeking a Fellowships and Awards Coordinator to support the administration of all OGS student, faculty, and staff awards; provide administrative and development support of students who hold external fellowships; and support KU graduate students seeking to apply for external fellowships and grants.

The Fellowships and Awards Coordinator is responsible for all pre- and post-award processes for graduate student, faculty, and staff awards administered by the Office of Graduate Studies and provides budgetary support for the office. The position is also responsible for supporting the administration of graduate students who hold external fellowships supported by OGS including the NSF Graduate Research Fellowship Program.

Additionally, this role will develop resources, workshops, and communications to support current KU graduate student applications for external fellowships. They will also meet with students individually to discuss preparation strategies for future applications to nationally competitive fellowships/grants. The Fellowships and Awards coordinator will collaborate with the Assistant Director of Graduate Writing and Support and the Director of the Office of Fellowships to provide feedback on student application materials for nationally competitive fellowships and grants.

The Fellowships and Awards Coordinator reports to the Director of Professional Development & Communications and works closely with staff in the Office of Graduate Studies. This position will primarily work on the KU Lawrence campus with some remote work flexibility.

If you are looking for a rewarding and dynamic career, look no farther than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 10 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.

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 staffserving as contact for federal agenciesmeeting annual reporting for non-budgetary requirements for NSF GRFPsDesigns 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/grantsCollaborates 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 StudiesWorks 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 yearPrepares 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 meetingsSupport 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.

Position Requirements

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

Required Qualifications

Master’s degree and one year of related experienceStrong verbal and written communication skills, as evidenced by work experience, application materials, and interviewExperience with basic office computer systems including experience with MS Word, PowerPoint, and ExcelDemonstrated ability to effectively manage budgets, including experience with forecasting, tracking, and reporting on financial resourcesExperience handling sensitive and confidential material

Preferred Qualifications

PhD in a program/discipline represented at KUOne year of experience administering awards, scholarships, and/or fellowshipsExperience with graduate students and graduate programsExperience with drupal or other website development platformsAbility 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 experienceExperience providing written and verbal feedback on research or academic materials.Experience with writing grant or fellowship materialsStrong organization and time management skills, as evidenced by work experience and application materialsSkilled in MS Word, Excel PowerPoint, Adobe Creative Cloud, Drupal, website software, and database applications (e.g., Access), as evidenced by training or work experience

Additional Candidate Instructions

In addition to the online application, the following documents are required to be considered for this position:

A cover letter addressing how required and preferred qualifications are met.Resume or curriculum vitae.Contact information for three professional references.

Incomplete applications will not be considered.

Application review begins Monday, April 29, 2024 and will continue until a qualified pool of candidates has been identified.

Contact Information to Applicants

Nicole Reiz

nreiz@ku.edu

Advertised Salary Range

Starts at $52,000

Application Review Begins

Monday April 29, 2024

Anticipated Start Date

Monday June 3, 2024