University of Waterloo Graduate Financial Aid Data & Systems Analyst in Canada

The incumbent will participate in a wide range of activities related to the configuration, processing, maintenance, reporting and upgrade testing of the Financial Aid (FA) and awards components of the student information system (Quest/PeopleSoft) and for Financial Aid payment records management using OnBase. Timely application of awards to the student account in Quest is imperative as students require this information to facilitate tuition fee arrangements with the University and plan for program support including research expenses. The Analyst must interpret complex rules and regulations for both internal and external award payments for all graduate students. The Analyst must have a sound knowledge of university, provincial and federal policies and procedures related to awards, and must be familiar with all online systems related to maintenance of student financial aid records. It is essential the incumbent be knowledgeable in a variety of computer systems in order to update and maintain FA tables, manuals and procedures which support all FA student record keeping functions in the Graduate Studies Office.

Graduate Student Financial Aid Records:

  • Responsible for maintaining all graduate student financial aid records in the Student Information System (Quest), ensuring that funds are applied appropriately

  • Reviews award nominations and payment requests to identify ineligible students. Communicates decisions to academic units and in some cases to students

  • Using complex criteria for each program, determines and makes adjustments to awards based on changes to enrolment status, withdrawals, degree completions and immigration status, according to University refund policies and Tri-Agency/MAESD regulations (if applicable)

  • On a daily basis, advises on award disbursement information and sends communications to awardees, departments, Faculties, administrative units. This activity includes problem-solving specific student account issues impacted by enrolment and immigration status, late nominations, tuition fee arrangements and payment cycles

  • Reviews and processes file uploads and completes manual data entry of all internal and external awards to ensure accurate and up-to-date Financial Aid records. Responsible for addressing and correcting any issues that are brought forward as they relate to program changes, change of status and withdrawal forms

  • Responsible for the setup/re-occurrence of FA processes to provide up-to-date student FA records before proceeding with the Financial Aid Authorization and Disbursement processing.

  • Prepares and updates detailed, specific operational and business procedures to support awards regulation requirements as they relate to Financial Aid

Reporting and Reconciliations:

  • Maintains detailed spreadsheets of payments received and distributed for programs including Tri-Agency, MAESD and external sponsorships in order to complete confirmation of enrolment and fiscal year end reports. These detailed spreadsheets are used to assist in award entry where funding crosses multiple fiscal years

  • Generates President’s Graduate Scholarship eligibility reports for matching component of the program

  • Enters and maintains OGS and QEII awards into the MAESD Bursary Recording System and generates reports to confirm accuracy of the entries

  • Maintains Tri-Agency Extranet system for CGS Master’s Awardee updates. Pulls Confirmation of Eligibility Reports and Fiscal Year End Reports for review and updating

  • Monitors the Tri-Agency GSAP system for Scholarship Global Payments Reports to ensure payments are received

  • Regularly monitors external agency policies with regards to payments, reporting and auditing requirements to ensure GSO practices are in compliance

Systems and Production Support:

  • Prepares Financial Aid documents for scanning into OnBase

  • Generates reports for Tri-Agency and MAESD trust accounts using FORE Chart of Accounts to ensure payments have been recorded and balanced by fiscal year end

  • Produces Query Reports, reviews configuration and schedules FA processes in Quest for Aid Year Activations, ISIR Row Inserts, FA term build, review status updates, authorizations and disbursements of funding

  • Provides input on requirements for Financial Aid business processes

  • Participates in review and testing of business processes for financial aid systems

  • An undergraduate university degree or equivalent education and experience

  • 2 or more years of working experience with Graduate Studies policies and practices related to financial aid, admissions, and academic/enrolment records

  • 2 or more years of working experience with university policies related to access and release of student information, information security, and records management

  • Proven student/client service and interpersonal skills. Professional demeanor in interacting with students, staff and faculty on confidential and sensitive matters

  • Ability to work both independently and in a collaborative, team-based environment

  • Successful experience meeting multiple and concurrent deadlines

  • Excellent communication skills (oral and written)

  • Excellent organizational and time management skills

  • Proven experience with regards to accuracy, attention to detail, and problem solving abilities

  • Intermediate experience with Student information systems (e.g. PeopleSoft Campus Solutions (Quest))

  • Basic experience with Document management systems (e.g. OnBase)

  • Intermediate experience with Financial Online Reports Environment (FORE)

  • SharePoint site management

  • Advanced MS Excel and Word

iCIMS Requisition ID: 2016-1323

Name: 5300 - Graduate Studies Office

Salary Range: $47,902 - $59,877