Scholarships Administrator - University of Otago

G07/757
UNIVERSITY OF OTAGO
Te Whare Wananga o Otago
JOB DESCRIPTION
JOB TITLE:
DEPARTMENT:
DIVISION:
Scholarships Administrator (Permanent, Full-time and Fixed-term, Full-time)
Scholarships Office, Student Administration
Academic Services
PRIME FUNCTION
• To jointly administer with the other Scholarships Administrators all central aspects of
scholarships under the direction of the Group Leader, Scholarships.
• To deputise in the absence of the Group Leader, Scholarships, as required (this is a significant
part of the job, and includes undertaking the usual management tasks of the Group Leader).
MAIN OBJECTIVES
• To provide accurate and up-to-date information and advice on all relevant scholarships and
awards whether awarded by the University or by outside organisations for whom the University
acts as an agent.
• To process applications for scholarships and awards efficiently and accurately, within the time
constraints relevant to each particular award, and in such a manner that the service provided to
both the applicants and the Scholarships Committee is of the highest standard.
• To administer payment and other aspects of the scholarships, awards, and grants, including NZ
Aid payments, efficiently and accurately, and within the time constraints.
• To work co-operatively and effectively with the other Scholarships Administrators under the
direction of the Group Leader, Scholarships in achieving the above objectives.
• To ensure that all activities are in compliance with University and Divisional policies and
procedures.
• To deputise (i.e. manage), as required in the absence of the Group Leader, Scholarships.
• To ensure that all activities are carried out courteously, within agreed timelines, and in such a
manner as to provide a high standard of service to the Division and its clients.
• To make a full contribution to the overall outputs of the Office and Department through
effective teamwork.
KEY TASKS
• To jointly administer with the other Scholarships Administrators all central aspects of
scholarships under the direction of the Group Leader, Scholarships.
• To maintain a database of relevant scholarships such that information from this database can be
sent to students or staff on request or accessed by them electronically.
• To maintain a file of current regulations for all scholarships and awards offered by the
University.
• To respond within five working days at the latest to inquiries about scholarships and awards.
• To keep staff and students informed of approaching closing dates for particular scholarships and
of any changes in procedures, by circulating information to departments and submitting material
for inclusion in the student newspaper, staff bulletin, other publications and the web.

• To make available to other New Zealand universities and other relevant organisations, at
appropriate times of the year, information concerning various categories of scholarships offered
by the University.
• At times of the year appropriate to specific scholarships and awards:
- To update and revise, as appropriate, application forms for scholarships and awards.
- To make available to students the relevant information and application material by
advertising and other means.
- To liaise with the International Office, where appropriate, to receive, acknowledge, check
and process applications.
- To receive, acknowledge, check and process applications.
- To prepare accurate, clear and concise information concerning applications for the
scholarships committee.
- To arrange scholarship interviews, where required.
- To prepare material relating to nominees for national scholarships for the New Zealand
Vice-Chancellors' Committee (NZVCC).
- To liaise with funding bodies (e.g. Tertiary Education Commission), as appropriate.
- To inform applicants as promptly as possible of the outcome of their applications.
• To administer the Commonwealth Scholarships Programme by:
- Processing applications received from the NZVCC relating to students from other
Commonwealth countries who are seeking to study at this University as Commonwealth
Scholars.
- Preparing invoices for Commonwealth Scholars studying at the University for payments
by the NZVCC.
- Referring students when appropriate to the International Office whose role it is to monitor
the welfare and academic progress of Commonwealth Scholars (the Scholarships
Administrator’s role is of an administrative nature only).
• To administer the NZ Aid Scholarships Programme by:
- Maintaining a file of up-to-date regulations for the NZ Aid Scholarships.
- Acting as the University’s contact person with respect to the Contract for the Provision of
Services between the University and the Ministry of Foreign Affairs and Trade (MFAT).
- Preparing accurate, clear and concise information concerning applications for short listing
purposes.
- Participating on the University’s short listing committee.
- Preparing budgets, in consultation with the International Office, for shortlisted applicants.
- Submitting shortlisted applicants’ applications (including prepared budgets) to MFAT for
consideration.
- Notifying all applicants of the outcome of their applications.
- Preparing NZ Aid payment schedules for authorisation by the Group Leader, Scholarships
and providing authorised schedules to the Financial Services Division for payment.
- Providing financial reports for MFAT, as required.
- Referring students when appropriate to the International Office whose role it is to assist
with, and monitor and report on, the welfare and academic progress of NZ Aid Scholars
- Administer NZAID scholarship benefits, like extra tuition, travel arrangements, etc, as
required.
• To request Departmental, School and Faculty undergraduate scholarship and prize
recommendations.
• To liaise with donors, in conjunction with the Development Office and Alumni Office, as
required to ensure that appropriate donations are acknowledged in a timely manner.
• To invoice donors and other organisations, as required, for outstanding scholarship payments.

• To prepare scholarship payment schedules monthly, and at other times as required, for
authorisation by the Group Leader, Scholarships, before forwarding to the Financial Services
Division for actual payment.
• To provide listings of current and new Scholarships or Awards recipients to the Student Fees
Office and to others, as required, and periodically check the status of holders to ensure their
continuing eligibility for payments.
• To assist the Group Leader, Scholarships to prepare agenda items relating to scholarships and
awards for the Scholarships Committee, and be in attendance at meetings of the Committee, as
required.
• To provide appropriate information to staff responsible for formulating the annual budget for
scholarships and awards, for issuing payments, and for monitoring expenditure.
• To assist the Group Leader, Scholarships in liaising with the Convenor of the Scholarships
Committee, Pro-Vice-Chancellors, Deans, Heads of Departments and with the Scholarships
Manager of the NZVCC, the Scholarships Administrators of other New Zealand universities, the
Tertiary Education Commission and other funding bodies.
• To assist with the formulation of draft regulations for proposed new scholarships and awards.
• To maintain an up-to-date paper filing system.
• To liaise with staff from data maintenance in updating of students’ records as a result of the
scholarship rounds.
• To attend to student inquiries effectively and courteously.
• To report matters of concern to the Group Leader, Scholarships, as appropriate.
• To actively contribute to the review, development and refinement of scholarship administrative
procedures in order to improve the service offered to students and the University.
• To maintain an up-to-date scholarships administration procedure manual.
• To assist with graduation ceremony activities as required on the day of graduation (ceremonies
are normally held on Saturdays).
• To contribute to the achievement of other goals and objectives of the Scholarships Office both
through specific agreed responsibilities and a team approach.
• To undertake other tasks as directed by the Group Leader, Scholarships.
Assisting the Group Leader, Scholarships
To assist the Group Leader, Scholarships in the management of scholarships including:
• Working with Schools, Faculties and Departments and the Academic Committee’s Office in the
development of new University prizes.
• Working with the Development Office and the Academic Committee Office in the development
of new University scholarships.
• Monitoring the balance of Trust Accounts in relation to prizes and scholarships and to ensure
that third parties sponsoring awards are invoiced in a timely manner.
• Reconciling on a monthly basis the prize and scholarship accounts.
• Arranging payments to the successful recipients of undergraduate scholarships, prizes and
awards.
• Maintaining an up-to-date procedure manual incorporating descriptions of all tasks undertaken
and a step by step description of how they are undertaken.
• Ensuring the undergraduate scholarship and prize information is up-to-date on the University’s
web site.
• Co-ordinating and/or supervising office staff, as appropriate.
General
To deputise for the Group Leader, as required (refer Group Leader, Scholarships, job description).
This includes undertaking the usual management tasks required of the Group Leader. When
deputising, the Scholarships Administrator is authorised to exercise all the appropriate and relevant

functions, duties and powers of the Group Leader. It is critical that the Group Leader and the
Scholarships Administrator clearly understand the power that is being delegated and how that power
is to be exercised.
RELATIONSHIPS
Directly responsible to:
Supervision of:
Functional relationships with:
Group Leader, Scholarships.
Task allocation to other staff, as appropriate from time to
time when deputising for the Group Leader, Scholarships
supervision of other scholarship staff.
Students, current and prospective scholarship holders.
Director, Graduate Research.
Manager, Student Administration.
Group Leader, PhD and Graduation.
PhD Administrators.
PhD and Graduation Assistant.
Information Systems Administrator.
Staff of the International Office.
Staff of the Research Division.
Staff of the Student Fees Office of the Financial Services
Division.
Staff of Student Administration.
Appropriate Academic and General staff in the academic
divisions of the University.
Staff of the Development Office.
Staff of the Alumni Office.
Staff of the New Zealand Vice-Chancellors Committee.
Staff of the Ministry of Foreign Affairs and Trade.
Staff of the Tertiary Education Commission.
Staff of other funding bodies.
Prospective and current donors.
BUDGETARY RESPONSIBILITY
• Preparing monthly payment schedules for scholarship holders (over $10 million per year is spent
on scholarships) for authorisation by the Group Leader, Scholarships and the Manager, Student
Administration.
• Preparing payment schedules for additional postgraduate scholarship benefits where applicable,
e.g. extra tuition fees, travel allowances, thesis binding costs etc.
• Keeping accurate records, and monitoring, of all monies paid to individual students (over 600
students are paid each month).
• Preparing of detailed budgets for NZAID students for authorisation by the Group Leader,
Scholarships.
• Reconciliation of scholarship accounts.
• Assisting with the preparation of the annual budget and budget review bids.

EXPECTED OUTCOMES
• Efficient, effective and timely administration and management of all aspects relating to
scholarships.
• Provision of timely, accurate and up-to-date information on all relevant scholarships to students
and staff.
• Professional, courteous and effective handling of all inquiries from students and staff.
• Compliance with all relevant University and Divisional policies and procedures.
• Agreed performance objectives are satisfactorily achieved.
• Confidentiality is maintained at all times.
• Duties are carried out in an efficient and effective manner when deputising (i.e. managing) for
the Group Leader, Scholarships.
PERSON SPECIFICATION
• A University degree is highly desirable.
• A high level of numerical skills.
• Experience in, and a proven understanding of, accounting and financial procedures.
• Supervisory experience an advantage.
• Experience in office administration.
• Experience in the education sector.
• A professional, accountable, pro-active and strongly service-oriented approach.
• A good understanding of University regulations and procedures.
• A highly systematic approach to work with attention to detail.
• A proven ability to plan and work within set time frames.
• Excellent computer skills (spreadsheets, databases and word processing).
• A proven ability to communicate clearly, concisely and effectively, both verbally and in writing.
• A proven ability to relate well to a wide range of people.
• An ability to work effectively and co-operatively within a team.
• An ability to develop and maintain effective working relationships with colleagues and
management.
• A good understanding of the needs of students and scholarship holders.
• A sensitivity to cultural differences in the context of tertiary education and research.
• A positive attitude to change.
SALARY RANGE AND LEVEL
This position is provisionally evaluated at Level 5, on the University of Otago General Staff salary
scale, the full salary range for this level being $42,871 to $51,856 per annum. The University
operates an eight level salary structure applicable to most General Staff, with Level 1 being the
lowest and Level 8 being the highest.
PROVISIONAL EVALUATION
The evaluation of this position has been carried out on an interim basis and the result is subject to
confirmation. The salary range indicated here may therefore be subject to change. The actual salary
of a new appointee, once offered and accepted, will not be reduced.

INITIAL SALARY ON APPOINTMENT
The expectation is that initial appointment will normally be made within the range $42,871 to
$47,365 per annum.
ANNUAL SALARY REVIEW
Placement of staff within salary ranges is reviewed annually. The salary review is carried out as part
of the annual Performance and Development Review process between August and October of each
year, with any resulting increases taking effect from 1 February of the following year. Staff must
have been employed on or before 1 August in the year of the review to be eligible for advancement
the following February.
CONTACT PERSON
For further information, please contact David Cross, David Cross, Manager, Student
Administration, Tel 03 479 5898, Email david.cross@otago.ac.nz
Should the University wish to offer you the position, a formal, written letter of offer will follow any
verbal discussions that might be held with you. It is recommended that you do not resign from your
current employment until you have received our written offer. The contents of this formal letter of
offer and its attachments will constitute the entire agreement between the employee and the
employer, and will supersede all previous representations, negotiations, commitments and
communications, either written or oral between the parties. Any agreements will only be binding
on the employer where they have been formally offered by the Human Resources Division and
accepted by the employee.
University of Otago
PO Box 56
Dunedin
NEW ZEALAND
Tel 64 3 479 8269
Fax 64 3 479 8279
Email: job.applications@otago.ac.nz