Awards and Budget Coordinator

  • Loyola University Chicago
  • Chicago, IL, USA
  • Oct 27, 2019
Full time Education Finance

Job Description

Awards Administration:

o Primary contact for awards and funding-related to students in the Graduate School Programs (College of Arts and Sciences, Social Work and School of Education)
o Prepares the student awards with respective persons (Graduate Program Directors and Deans in the Graduate School) and once approved, processes the award through appropriate offices (Bursar, Human Resources, etc.).
o Verifies the charging of awards to the appropriate departmental accounts
o Counsels and advises Graduate Program Directors (GPDs), faculty, and students seeking awards information pertaining to student eligibility, applications, nominations, and disbursement of awards. This includes providing interpretation of specific guidelines and advising on the best course of action.
o Verifies that policies and requirements of student awards are being followed.
o Ensures data integrity of Graduate School internal database (GSPS) (correct dates, financial information, tuition details, etc.)
o Coordinates applications for non-department specific Graduate School awards, including issuing announcements for these awards, verifying accuracy of applications, and coordination of information for the committee meetings (e.g., Teaching Fellows, Schmitt, Crown, and Child and Family)
o Coordinates the reimbursement for all student travel and dissertation research awards, as well as special awards from the Council of Graduate Schools
o Responsible for meeting with students, completing and processing New Hire paperwork for new Graduate Assistants funded by the Graduate School (about 70 per year)

Budget Administration:

o Assists Dean and Associate Dean with budgetary oversight and financial planning
o Uses BI reports and GSPS to track Graduate School Accounts to prepare monthly budgetary reports for the respective Deans
o Quarterly review of the charging of student stipends and scholarships to various accounts
o Maintains up to date information on all expenditures for the Graduate School
o Administers purchase and payment requisitions for Graduate School
o Tracks various departmental budgets and assist GPDs in keeping within budget constraints
o Responsible for training new GPDs on monitoring budget administered by the Graduate School (Student Activity Fees, GA funding, ect.)


o Assists Graduate School staff with graduation and student events as needed

Minimum Education and/or Work Experience

Bachelor’s degree (B.A. or B.S.) required, Master’s preferred or equivalent experience; or five years related experience and/or training, of equivalent combination or education and experience. A comprehensive understanding of higher education and/or finance, budgeting, or financial systems experience.


-Knowledge of PeopleSoft (LOCUS) and student financial systems.

-Strong interpersonal skills; regularly working with students, faculty, and staff.

-General understanding of financial processes such as travel and expense reimbursements, purchase orders, check requisitions, etc

-Fast learner using online databases.

-Strong written and verbal communications.

-Organized and professional; able to budget time effectively, prioritize, and work within a deadline.

-Detail-oriented with attention to accuracy.

-Embrace the Graduate School culture of service excellence to its students and faculty.

-Ability to work as a team player.

-Applicants should be capable of carefully performing routine office work, such as creating a letter from a template, creating batches of letter in Microsoft Word from an Excel file, creating/updating an Excel file, entering data into our Student Information System and PeopleSoft, preparing and sending Personnel Action Forms (PAF’s) to Human Resources, and communicating tuition information to the appropriate offices.

-An understanding of and commitment to Jesuit higher education.

Computer Skills

-Proficient computer skills (MS Office Suite) and the ability to use student information systems.

-Intermediate to advanced competency with MS Office; must be comfortable with Excel

-Familiarity with payroll, human resources, and financial reporting systems