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Research Grants Officer, External Grants, Research Services

Job ID: 30975
Location: Main Campus
Updated April 10, 2024

This job posting is no longer active.

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Position Overview

The Ofice of Research Services in VP Research invites applications for a Research Grants Officer . This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

Reporting to the Manager, External Grants, the Research Grants Officer (RGO) is responsible for administering a wide range of complex granting programs with a high volume of work, peaking annually in the Fall. The position is driven by constant, multiple and simultaneous deadlines, continuous change and shifting priorities. The work environment is fast-paced, service-oriented, and highly computerized. The RGO is expected to contribute to the development and improvement of processes within Grants and Awards, and therefore has the ability to take initiative and make recommendations that will create and maintain a high level of coordinated services to our clientele. The Research Services Office is currently piloting a hybrid work environment, with some in-person and on-campus work required. This pilot is subject to change during the term of this position. 

Position Description

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

Pre-Award Grant Administration

  • Advises faculty members on appropriate research funding opportunities through a variety of mechanisms as appropriate (e.g. funding calls, website, information sessions).
  • Educates researchers with regard to timelines and procedures related to the grant submission process.
  • Provides the administrative review of external grant applications to ensure compliance with granting agency and University requirements.
  • Interprets and implements University and sponsor policies, procedures and guidelines.
  • Recommends applications for approval/signature of Director, Grants, Awards and Ethics; Associate Vice President (Research); Vice President or President.
  •  Liaises with external agencies during and after application submission and with other units in Research Services and Research Accounting as necessary.

Leadership and Communication

  • Keeps up to date on funding opportunities in what continues to be a rapidly expanding and complex array of programs.
  • Ensures our research community is kept informed, in a timely manner, of emerging opportunities, program changes, and deadline information.
  • Advises researchers on the development of competitive research proposals by coordinating workshops on competitive proposal writing, university and sponsor guidelines, and details of specific grants opportunities.
  • Maintains and develops content for the Grants and Awards section of the website, and other communication materials, as appropriate.
  • Evaluates current procedures and as required, identifies and recommends changes or improvements to internal policies and procedures in order to better facilitate the grant administration process.
  • Expected to provide input into future planning related to the external grants portfolio and to the strategic planning exercises of the unit as a whole, as required.

Post-Award Grant Administration 

  •  At award stage, prepares package of information for Research Accounting to initiate project set-up, including collection of all required certifications and approvals.
  • Manages intake of sub-grants from other institutions for projects falling in the RGO portfolio.
  • Liaises with legal units as needed to facilitate the legal review of any agreements associated with awarded grants.
  • Liaises with the ethics unit on any questions relating to certification requirements and compliance.
  •  As file owner for grant records, ensures the Research Management System or eRSO database contains current application and award data related to the portfolio, and that hard copy and electronic files are kept up to date.
  • Provides on-going maintenance of grant files, and acts as first point of contact for any amendment to the grant, including extensions.

Qualifications / Requirements:

  •  A graduate degree in any field is required.
  • At least two years of demonstrated experience in a research environment, preferably at a major university.
  • Experience in administrative procedures and computer applications would be considered a strong asset.
  •  Solid knowledge of University policies relating to research is required, along with understanding of federal and provincial policies governing the administration of grants at educational institutions.
  • High level of flexibility and ability to adapt to changing workloads and priorities required.
  • Ability to provide accurate information professionally, courteously and in a timely manner, respecting appropriate confidentialities, is required.
  • Must be a fast learner, able to work independently with appropriate instruction and minimal supervision.
  • Good knowledge of Microsoft applications (Word, Excel, Outlook and PowerPoint) is required.
  • Excellent written and verbal communication skills, strong time management, organizational and interpersonal skills are required.
  • Previous experience working within a post-secondary institution, funding agency or similar organization is preferred.
  • Ability to organize and lead effective workshops and information sessions would be considered a strong asset.

Application Deadline:  February 15, 2024

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 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website

About the University of Calgary

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy  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]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

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

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