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Research Project Coordinator, Institute of Energy

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Job ID: 15856

Updated: July 11, 2018

Location: Main Campus

Position Overview

The Institute of Energy is currently seeking a Full-time Temporary Relief Research Project Coordinator for approximately 12 months.

As part of the implementation of its Energy Research Strategy: Energy Innovations for Today and Tomorrow, the University of Calgary was awarded a $75 million grant over seven years from the Canada First Research Excellence Fund (CFREF) for its Global Research Initiative in Sustainable Low Carbon Unconventional Resources. The goal of this research is to dramatically reduce the impact of energy extraction and energy use on the environment.

This position reports to the Manager, CFREF Support Team and working closely with the Executive Director, the Research Project Coordinator supports the Energy Research Strategy research initiatives and program management activities, with a particular focus on the CFREF initiative.

The Research Project Coordinator will be responsible for day-to-day management of selected Energy Research Strategy activities, and CFREF-related activities, including but not limited to, meetings facilitation, project briefs, workshops planning, evaluation and adequate web-based dissemination of research activities, with minimal supervision or direction. Another important function will be related to development of CFREF reporting processes, including data collection, analysis, and reporting.

Position Description

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

  • Coordinate the planning and delivery of the various events with the chair and co-chairs, inviting the guest speakers and targeted participants, documenting the outcomes and disseminating the results
  • Create and maintain an up-to-date audience list and diverse distribution lists
  • Liaise with researchers, partners and others, and respond to project communication inquires
  • Professionally manage a copious volume of meeting requests (via telephone, e-mail and in person with great sensitivity, tact and efficiency despite continuous interruptions while maintaining priorities during stressful periods)
  • Prepare professional letters/memos/communications as requested by the Manager, CFREF Support Team and / or Executive Director
  • Work with the Manager, CFREF Support Team to maintain a strong network and database of internal and external partners, and maintain regular communication with partner institutions
  • Meet CFREF reporting deadlines and ensuring that the data collection is on track when it comes to project targets and deliverables
  • Track project deliverables, and deal effectively with problems that may arise, troubleshooting 
  • Prepare and present project status reports, correspondence and other documentation; provide timely and accurate information and updates; communicate project progression to appropriate parties
  • Develop and make recommendations based on expertise with data collection, management and analysis of project outcomes
  • Lead and develop the preparation of project documents such as progress and final reports, roadmaps, minutes, etc.
  • Advise and compile the necessary information to keep the CFREF research database up-to-date
  • Prepare specialized reports and other materials facilitating the follow-up of the strategic initiatives
  • Develop data collection policies, and practice and monitor uniform data collection compliance and quality across researchers
  • Maintain links and collaboration with faculty, researchers, trainee to facilitate CFREF related data (publications, travel, research-related activities, etc.) flow, collection and reporting
  • Develop and prepare monthly, quarterly, and annual progress reports for distribution. Further, develops ad-hoc progress report as necessary
  • Consult with Operations team on data coding problems and assists in developing means to correct the problems
  • Monitor and evaluate overall progress on achievement of results
  • Provide feedback to the Manager, CFREF Support Team on project deadlines, required deliverables, issues, and activities
  • Provide regular update to the CFREF Support Team, and relevant stakeholders
  • Participate in annual project reviews and planning workshops and assist the Manager, CFREF Support Team in preparing relevant reports
  • Develop and maintain positive working relationships with University contacts and external stakeholders
  • Work independently with minimal supervision on specific projects and assignments; identify and respond to priorities of the CFREF Support Team and/or VPR Office; ensure the Theme Leaders project objectives are met within set deadlines
  • Work strategically with others in the VPR Office to coordinate and plan schedules to ensure successful alignment with priorities
  • Provide expert research administrative support to the Manager, CFREF Support Team, Executive Director and the Theme Leader for the Energy Research Strategy

Qualifications / Requirements:

  • Post-secondary education, preferably a university degree, combined with 3-5 years of related, progressive experience, especially in project management
  • Knowledge of university environment
  • Excellent communication, consultative and problem solving skills
  • An ability to work independently and with minimal supervision
  • Ability to manage time and prioritize work to meet strict deadlines during times of high stress
  • Excellent communications skills, team player; provide guidance as required, initiating discussion and problem solving to resolve issues in a timely manner with minimal errors
  • Excellent interpersonal skills and ability to build relationships and facilitate collaboration between diverse groups
  • Strong project management, organizational, decision-making, time-management and problem-solving skills while maintaining excellent professional judgement
  • Strong leadership, teamwork, mentorship and group facilitation skills
  • Ability to work in a fast-paced and dynamic environment and to demonstrate a high level of tact, diplomacy, and discretion
  • Proficient in the use of word processing, spreadsheets, database (e.g. Microsoft Word, PowerPoint, Excel, etc.)
  • Knowledge of project management tools, software (e.g., MS Project) will be an asset
  • Excellent knowledge and proficiency in Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint is required
  • An ability to anticipate needs, plan, organize, coordinate and perform work with little or no direction
  • Proven ability to work independently, multi-task, and meet deadlines while maintaining a high degree of accuracy and attention to detail is required

Application Deadline: July 10, 2018

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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