Administrative Coordinator, Research Services

Position Overview

The Research Services Office in the Office of the Vice-President (Research) invites applications for a Administrative Coordinator. This Part-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

As a Top 5 research university, the University of Calgary is committed to sharing new knowledge and discoveries generously. Our scholars are working to address society's challenges proactively and making a positive impact in the world around us.

Working in this context, the Office of the Vice-President (Research) (VPR) is responsible to enhance institutional research capacity, maximize opportunities for impact, measure and communicate research impact, and oversee administrative and regulatory files. Within the VPR Portfolio, the Research Services Office (RSO) supports researchers and their teams to navigate funding, contracts, ethics, compliance, and commercialization.

Research Services is comprised of 75+ staff that include 5 directors, 15 managers, 5 divisions and 14 high performance units that generate over $500 million in annual sponsored research.

The Administrative Services division is a core team of the Office of Research Services and responsible for operational, financial, human resources, facilities, and information management tasks and for delivering exceptional client service and for compiling key reporting information.

This position serves to facilitate the research administration efforts that generates high quality successfully awarded research funding and awards that strategically aligns and supports UCalgary's research strategies. This .6 FTE position works in-person, reports to the Manager, Administrative Services.

Position Description

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

• Problem solving a variety of often complex issues that requires investigating, recommending solutions, soliciting approvals and constant follow up
• Preparing financial reconciliations in eFin or by developing tracking spreadsheets to maintain complex program funding expenses
• Financial transactions such as submitting purchase requisitions, invoice payments, processing expense reports, internal department billings, journal transfers, generating accounts receivable invoices and reconciling credit cards via PeopleSoft
• Resource and point of contact for the Research Services office and or divisions and units
• Monitoring general email accounts, acting as a resource, responding to and triaging a wide variety of inquiries and requests from various internal and external stakeholders that includes faculty, researchers, committees, granting agencies, companies
• Takes a lead role to schedule and organize the set up and execution of events, information sessions, committees and meetings that includes calendar coordination, room bookings, draft and distribute agendas, taking notes and minutes, document follow-up items and track items when they are due. Prepare presentation materials and the related technical support.
• Making travel arrangements and submitting expense reports
• Delivering a high level of client services by demonstrating strong communication, facilitation and negotiation skills
• File and maintain high volumes of documents and grant applications on shared drives, OneDrive, Teams as needed by building and using proper filing schemes and in compliance with applicable university retention, shredding rules and policies
• Foster and maintain cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support
• Maintaining website updates by regularly reviewing website content to ensure information is relevant, accurate and up to date
• Develop, compile and maintain accurate and up-to-date detailed lists, reports, spreadsheets and metrics for various projects and initiatives that are shared and accessible by units
• Onboarding activities that includes submitting requests for access to respective shared drives, RMS, PeopleSoft

Qualifications / Requirements:

• University degree and/or a combination of related experience and training in Business or Research Administration
• Minimum 5 years administrative experience
• Research administration knowledge or experience highly desirable
• Knowledge of University policies, procedures and core business systems
• Financial experience such as purchase requisitions, invoice payments, expense reports, credit card reconciliations, transferring expenses, generating invoices required
• Experience with PeopleSoft
• Demonstrated experience working in a high-volume, fast paced virtual and in-office environment
• Demonstrated ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines
• Highly proficient on MS applications (Outlook, Word, Excel, Teams, PowerPoint), Zoom and Adobe required
• Highly developed organizational skills, multitasking and superior attention to detail
• Demonstrated ability to think critically and creatively under pressure while exercising good judgement and discretion
• Demonstrated ability to be resourceful, creative, innovative, and flexible in an environment with rapidly evolving demands
• Experience working in a large, dynamic team, demonstrating exemplary personal effectiveness and productivity
• Excellent interpersonal and communications skills
• Able to set up meeting equipment and basic troubleshooting when needed
• Able to coordinate committee meetings and information session- Demonstrated ability to build relationships to accomplish goals with a diverse group within and outside of Research Services

Assets:

• Previous experience working with University administration and researchers
• Previous experience with OneDrive, Qualtrics, and SharePoint
• Knowledge of Research Management System (RMS) and eFin

Application Deadline:  February 12, 2023

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 Operational/Administrative Job Family, Phase 3.

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. 

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.