Scholarships Associate

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Scholarship and Student Aid Office

McGill’s Scholarship and Student Aid Office (SSAO) advises McGill students on funding options, budgeting, and debt management. They disburse all provincial, federal, and US student aid funding, and help with government aid information and documentation. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on financial need.

Position Summary

Reporting to the Scholarships Manager, the Scholarships Associate supports the administration and coordination of the University’s entrance and in-course scholarship programs. The role is responsible for assessing scholarship eligibility, coordinating application and selection processes, administering awards, and supporting scholarship renewals and appeals. The incumbent also serves as a key resource for Scholarships & Student Aid Office (SSAO) staff, students, University stakeholders, and external partners, ensuring the accurate and timely delivery of scholarship services in accordance with established University policies and procedures.

Primary Responsibilities

Scholarship Application Assessment and Selection

• Review and evaluate applications for one-year and renewable entrance scholarships, including academic achievement, supplemental submissions, and established eligibility criteria. Make recommendations regarding scholarship offers, renewals, and referrals to scholarship selection committees.
• Analyze applications from Ontario and out-of-province candidates for major entrance scholarships, providing recommendations on award levels and advancement to Prestige and Greville Smith Scholarship selection committees.
• Administer nomination and application processes for entrance, in-course, and internal and external scholarship competitions such as Athletic Awards, Governor General, Chadha Family Scholarship, and CCIQ. This includes coordinating application reviews, compiling applications, verifying supporting documentation, distributing materials to selection committees, assessing eligibility criteria by reviewing academic records such as GPA, credit requirements and other criteria, and communicating award decisions to recipients.

Scholarship Selection Committees, Renewals and Appeals

• Coordinate the administration of scholarship selection committees, including confirming annual membership, scheduling meetings, facilitating committee activities, implementing committee decisions, and preparing supporting materials.
• Coordinate annual calls for scholarship nominations by liaising with faculty and unit contacts and ensuring application materials and scholarship website information are accurate and up to date.
• Support the Scholarship Program renewal process by verifying academic eligibility such as GPA and credit load requirements and preparing recommendations for renewal decisions.
• Coordinate the scholarship appeals process, including preparing and maintaining documentation, reports, and supporting materials for the Scholarships Manager and Scholarships Review Subcommittee (SRS Appeals Committee).

Scholarship Award Administration and Processing

• Enter and maintain scholarship award offers in Banner Student Aid (BSA), including tracking accepted and declined offers; processing cancellations, revisions and award reassignments, and adjusting disbursement dates and amounts. Coordinate the timely preparation and distribution of scholarship offer letters and related communications, ensuring adherence to established schedules and deadlines.
• Provide administrative and clerical support for scholarship and merit-based award disbursements in BSA.
• Coordinate and track the deposit of external scholarship cheques and maintain accurate records.
• Monitor Loran Scholarship recipients applying to McGill, coordinate concierge services with Recruitment, and oversee the distribution of Loran stipend cheques to registered Scholars.

Communications and Outreach

• Act as resource person for Scholarships & Student Aid Office (SSAO) staff and McGill Community, providing comprehensive information on the University’s Entrance Scholarship program’s policies and procedures.
• Respond to inquiries from applicants, new and current students, parents, high school counsellors, and other stakeholders regarding the Scholarship Program.
• Monitor and maintain statistics on email and telephone inquiry volumes.
• Represent the Scholarship Program at recruitment activities and events such as the Parents’ Welcome Weekend, Open House, Prestige events, and other initiatives.

Donor Stewardship, Recognition and Scholar Engagement

• Collaborate with University Advancement (UA) in organizing student appreciation receptions, events, and donor acknowledgement programs.
• Coordinate student participation in the Prestige Scholars Mentorship Program, serving as the liaison with UA and supporting program administration.

Records Management, Reporting and Process Improvement

• Maintain scholarship databases, records, tracking systems, and related documentation to ensure the accuracy and integrity of scholarship, recipient, donor, and committee information.
• Organize and maintain unit documents and files in accordance with the University Retention Schedule for archives.
• Identify and recommend improvements to scholarship procedures to improve operational efficiency.

Operational and Team Support

• Distribute, verify work assigned, and assist in training student casual assistants.
• Provide cross-functional support to other teams within SSAO, as required, to support operational priorities, peak periods, and special initiatives.

Other Qualifying Skills and/or Abilities

• Strong knowledge of student services administration, scholarship programs, and academic regulations.
• Ability to interpret and apply complex policies, procedures, eligibility criteria, and donor agreements.
• Experience working with student information systems and databases (e.g., Banner, Minerva).
• Advanced proficiency with Microsoft Office Suite, particularly Excel for data analysis, tracking, and reporting.
• Experience maintaining databases and generating statistical reports.
• Strong record management and documentation skills.
• Strong analytical and problem-solving skills.
• Ability to review large volumes of information accurately and identify discrepancies.
• Excellent attention to detail and commitment to data integrity.
• Demonstrated ability to communicate clearly and professionally, both orally and in writing, and to build positive working relationships with a variety of stakeholders.
• Ability to manage multiple priorities and deadlines, particularly during peak scholarship cycles.
• Ability to coordinate complex processes involving multiple stakeholders and strict timelines.
• Ability to handle sensitive situations with professionalism, tact, diplomacy, and discretion.
• Ability to work effectively both independently and as part of a team.
• Adaptability and ability to work in a fast-paced environment.
• English and French, spoken and written.

Knowledge of French and English: McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4-Fluent on a scale of 0-4.

Minimum Education and Experience:

DEC III 3 Years Related Experience with DEC III /

Hourly Salary:

(MUNACA Level H) $33.05 - $40.97

Hours per Week:

33.75 (Full time)

Supervisor:

Scholarships Manager

Position End Date (If applicable):

Deadline to Apply:

2026-11-19

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].