Grants Coordinator, Internal Grants, Research Services

Description

The Research Services Team in the Office of VP Research is currently seeking a Full-time Regular Grants Coordinator, Internal Grants.

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.

The Grants Coordinator (Internal) reports to the Manager, Postdoctoral Office and Internal Grants and provides professional support and assistance to researchers, students, postdoctoral associates and fellowship holders, as well as advising the broader campus community on research granting matters.

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

• Reviews project request documentation to determine if proposed activities are research or non-research in nature and recommends them for signature.
• Ensures that all appropriate back-up documentation is included with new project requests including but not limited to scope of work, award notice, budget, applicable agreements or contracts, certificates, etc. Must determine what back-up is required.
• Reviews the scope of work description of activities to ensure that the appropriate institutional certifications (human ethics, animal care and/or biosafety) are documented. Follow up with project holders and/or delegated correspondents as required.
• Monitors project set-up activities, tracks timelines and liaises with Project Maintenance as necessary to ensure timely creation of project accounts.
• Processes project extensions and project holder changes.
• Inputs, updates and validates database information.
• Broad, primary responsibility for coordinating project funding requests from intramural sources and externally sponsored research training programs.
• Designated as a super user of the Research Management System.
• Trains new employees or assigns someone to train the Grants and Awards Division staff on the Research Management System.
• Closely coordinates post-award activities and actions with the Grants Coordinator (External) to ensure consistency of process with other administrative units.
• Coordinates trainee intake process including assignment of applications to appropriate team members.
• Basic maintenance of SharePoint and Drupal 8 submission systems.
• Communicates with applicants as necessary to confirm: submission process for trainee applications, receipt of trainee applications, timelines for approval, and applicable registration/enrolment requirements.
• Coordinates intake process for internal grant programs, chiefly the VPR Catalyst Grants program including liaising with applicants to confirm receipt, creating and maintaining internal records, processing award notices and facilitating project account creation, and collecting final progress/activity reports at project close-out.
• Coordinates meetings and events, including scheduling, booking rooms and equipment, recording minutes and disseminating to stakeholders as directed.
• Archives files and records according to institutional file retention policies.
• Updates and maintains information in relevant sections of the RSO Process Manual from time to time, coordinating with colleagues and team members.
• Maintains web content related to training programs and some institutional research competitions, as directed.
• Ensures self-assigned work is completed as required.
• Respectfully interacts with researchers, co-workers, supervisor and members of the University Community.
• Manages own time effectively to accomplish tasks.

Qualifications / Requirements:

• University degree or business administrative diploma required.
• Highly developed organizational, analytical, problem solving and interpersonal skills, and capacity to work as a team member are critical.
• Attention to detail and strong time management skills are required.
• Must have the ability to communicate effectively both verbally and in writing with the internal and external community.
• Ability to act decisively and to exercise a high degree of initiative.
• Ability to assess, plan, coordinate and work under the direction of shared leadership required.
• Must demonstrate professionalism, discretion, courtesy and respect in all interactions.
• Excellent working knowledge of the Microsoft Office Suite; in particular, MS Word, MS Outlook, Excel and PowerPoint are required.
• Comfortable working with technology and internet-based applications and portals.
• Working knowledge of academic research considered an asset.
• Working knowledge of University policies and core business systems also considered an asset.

Application Deadline:  March 14, 2025

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.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

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 Institutional Commitments ([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.