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Institutional Programs Officer, Institutional Programs Division, Research Services, VP Research

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Job ID: 13463

Updated: September 18, 2017

Location: Main Campus

Position Overview

The Office of Research Services in VP Research is currently seeking a Full-time Regular Institutional Programs Officer.

This role is responsible for the management, development and coordination of the Strategic University Proposal and Platform Opportunity Review Team (SUPPORT) comprising an executive committee and four subcommittees. The Institutional Programs Officer ensures that SUPPORT processes and timelines align with funder requirements, creates reference documents to guide committee members in reviewing applications and regularly reviews committee processes identifying areas for improvement and recommending solutions. The incumbent is responsible for preparing reports on committee activities, presenting competition results, proactively preparing materials for meetings, drafting confidential feedback, developing and maintaining information management systems and developing internal forms and action item lists. Understanding the scope and aspects of IPD submissions is essential for discussion at the committee level. The ability to comprehend all complex funder regulations is essential.

The incumbent will assist in reviewing initial submissions for the institutional programs portfolio for completeness, accuracy and compliance with granting agency guidelines, including Canada Foundation for Innovation, Western Economic Diversification, Alberta Economic Development and Trade, and major Tri-Council programs, specifically as these applications relate to SUPPORT review and feedback. Supports both pre-award and post-award streams within IPD. Works with post-award stream by coordinating notification, follow-up, faculty approval and troubleshooting related to annual progress reports required by funders.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Proactively communicates with SUPPORT members and committee chairs to develop committee processes, maintain and expand committee membership, and recommend areas for process improvement in committee functions
  • Identifies opportunities for Test Your Concept sessions and information sessions, including determining ideal format, attendees and timing to coincide with future funding opportunities
  • Works closely with Senior Institutional Programs Officer to ensure SUPPORT processes are aligned with IPD internal intake and review processes for major strategic funding opportunities
  • Conducts research in support of developing content for project- and process- related workshops
  • Develops communications plans and drafts communication materials designed to increase the effectiveness and profile of SUPPORT committees, assists in leading workshops as required
  • Reviews SUPPORT applications and proposals for accuracy and compliance with granting agency guidelines
  • Manages CFI annual progress reporting: coordinating notification, follow-up, faculty approval and troubleshooting. Reviews reports and provides status updates as required to IPD management.
  • Identifies the need for workshops/other communication and educational opportunities associated with the position's core accountabilities, developing content where required, and delivering to a varied audience
  • Manages the design and content of the IPD portion of the Research website, engaging university website specialists when required
  • Prepares and distributes application review packages for internal (SUPPORT) selection committees, and Faculty Review meetings. Responsible for drafting complex and confidential feedback and minutes associated with SUPPORT and subcommittees
  • Advises SUPPORT committee members of program requirements, potential risks, context (past successes and challenges) and timelines associated with applications under review. Regularly communicates with researchers and external reviewers surrounding application processes, requirements and review criteria. Advises IPD colleagues of processes, timelines, workflow and next steps for major competitions

Qualifications / Requirements:

  • University undergraduate degree required
  • Excellent communication, facilitation, interpersonal and networking skills required
  • Knowledge of the Canadian research funding landscape required
  • Previous project management experience is an asset
  • Customer service attitude, with demonstrated problem-solving ability and a keen eye for detail is essential

Application Deadline:  August 15, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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