Postdoctoral Program Coordinator, Postdoctoral Office, Research Services

Description

The Research Services Team in the Office of VP Research is currently seeking a Full-time Regular Postdoctoral Program Coordinator.

The University of Calgary is one of Canada's top comprehensive research universities, with a mission to produce new knowledge and to translate knowledge into impact. Impact from research and scholarship is realized in many domains including social, health, environmental, cultural, economic, legal, technological, and policy domains. These positive influences from UCalgary research and scholarship will benefit local, national and international communities.

Operating within this context, Research Services works with the University of Calgary research community to advance the research enterprise and within Research Services the Postdoctoral Office administers a broad range of postdoctoral matters that includes attracting and supporting top postdoctoral scholars through our commitment to enhancing research capacity.

This position reports to the Manager, Postdoctoral Office and Internal Grants and works closely with the Team Lead, Postdoctoral Office and the Postdoctoral Program Director and is part of the Alberta Union of Provincial Employees (AUPE). The Postdoctoral Program Coordinator collaborates with a diverse range of faculty and staff members, internal and external organizations, and other research stakeholders to serve the postdoctoral community and to support the administration of research funding. The incumbent demonstrates knowledge not only of their own role but also a thorough understanding of that of a liaising service office to provide effective, timely advice and direction and to resolve a variety of matters to maximum satisfaction. Responding to complex situations and concerns involving multiple parties and high stakes is a primary function of this role.

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

• Provides reliable support in the coordination, administration and delivery of Postdoctoral Program tasks, activities and initiatives.
• Coordinates and implements core postdoctoral office activities including requests to offer appointments or execute job changes under the collective agreement for postdoctoral researchers, and to administer appointments through all stages of employment, from recruitment to termination.
• Guides and provides advice to faculty members (as hiring managers) based on broad knowledge and expertise of postdoctoral matters and the Postdoctoral Program aims and objectives.
• Liaises with postdoctoral researchers, faculty members, administrative personnel, and other service units to ensure smooth appointment and onboarding without disruption to pay or benefits.
• Consults with Financial Services, Human Resources, and other administrative units to ensure compliance with applicable policies and guidelines regarding employment requirements and appointment processes.
• Assesses situations to identify those that may require escalation by reports-to manager to the offices of Academic Labour Relations, Risk Management, Protected Disclosure and Research Integrity, or other investigative units within the university.
• Acts as liaison with internal and external stakeholders, including UCalgary departments, faculties, schools, and research institutes, extramural sponsors of research funding including government agencies and industry, external research partner organizations, advocacy groups for postdoctoral affairs and administration, and prospective permanent employers of postdoctoral researchers in their next career phase.
• Coordinates meetings, workshops, and events related to postdoctoral research and career development including logistical support, confirmation of agenda, and preparation and distribution of items and materials.
• Builds and maintains productive and professional working relationships at all levels of the organization and with a variety of external stakeholders.
• Prepares reports and support documentation as requested.
• Responds to a large volume of communications including general inquiries, requests for meetings, document submission, updates to process and procedure, and staffing matters.
• Supports both the Manager, Postdoctoral Office and Internal Grants and the Team Lead, Postdoctoral Office with in-scope supervision by the Team Lead.
• Provides pre-award administration of extramural and intramural research grant, fellowship, internship, and sponsored research training funding opportunities including:
  o Administrative review of applications submitted by faculty and trainees.
  o Liaising with external agencies to confirm requirements and eligibility.
  o Assessment of sponsor guidelines to confirm submission processes and overall compliance with university policies and practices.
• Provides post-award administration of extramural and intramural research grant, fellowship, internship, and sponsored research training funding opportunities to ensure timely access to funds.
• Maintains accurate tracking and records of research funding through the full lifecycle of the file.
• Liaises with external and internal stakeholders regarding appropriate administration of awards and arrangements, in particular teams and units in Finance, in Advancement, in Research Services (External Grants, Legal and Intellectual Property), and in Faculties and Schools.
• Advises researchers (especially research training award applicants) on opportunities and programs that arise or are brought to the attention of Research Services.
• Collaborates with data analysts in the Office of the Vice-President (Research), collect, manage and analyze data in relation to the Postdoctoral Program activities, benchmarks, and initiatives.
• Develops and maintains the Postdoctoral Program databases (for annual dashboard, community re-porting, and other ad hoc report requests).
• Creates, prepares, and presents monthly, quarterly, and annual progress reports.
• Creates, implements, and maintains reports that track the broad outcomes of postdoctoral appointments.
• Meets reporting deadlines and ensures that the data collection is on track and deal effectively with problems that may arise, troubleshooting where necessary.
• Oversees payment requests for institutionally funded appointments and provide financial updates for program expenditures (e.g., research allowances, fellowship funds, etc.).
• Works effectively with colleagues and stakeholders to ensure Postdoctoral Program reporting requirements are met.
• Provides regular monthly reports including visualizations of data.
• Coordinates and supports communication activities regarding all initiatives, programs, and events of the Postdoctoral Office and Postdoctoral Program.
• Prepares and issues calls for research funding opportunities that contain accurate information related to institutional review and endorsement requirements.
• Develops, coordinates, and prepares information and timely updates for webpages and other communication platforms under the Postdoctoral Office and Research Services.
• Develops, coordinates, and prepares content for regular communications (e.g., newsletters, funding calls, event promotion).
• Develops, coordinates, and prepares updated versions of operational forms, document templates, and event announcements, coordinating with communications staff as needed.
• Coordinates and supports a range of committee meetings including logistical support, preparing and distributing meeting materials, membership contact lists, minutes and meeting records, and other tasks as necessary.
• Coordinates and supports a range of outreach events and activities.
• Maintains up-to-date versions of contact distribution lists.
• Contributes to a positive workplace culture through respectful interactions and by understanding and fostering equity, diversity, inclusion and accessibility.
• Contributes to finding working efficiencies and the development of new and streamline existing administrative processes by making recommendations to management.

Qualifications / Requirements:

• An undergraduate degree is required or post-secondary education and/or related training and experience.
• 2-4 years of related, progressive experience in research administration, human resources, or administrative customer service is preferred.
• Previous experience within a university setting and knowledge of postdoctoral process is an asset.
• Experience in research is an asset.
• Excellent verbal and written communication skills are required.
• Consultation and problem-solving skills.
• Ability to exercise independent judgement and to seek a team approach as appropriate.
• Ability to work effectively with adaptiveness and flexibility in a changing environment.
• Ability to manage change and assist stakeholders with adapting to change.
• Ability to manage time and prioritize work to meet deadlines.
• Excellent interpersonal and communication skills.
• Ability to build relationships and to facilitate collaboration between diverse groups.
• Ability to demonstrate professionalism, discretion, tact, diplomacy and courtesy and respect in all interactions.
• Able to handle confidential information in a professional manner.
• Demonstrated initiative, excellent consultative abilities and interpersonal skills.
• Strong project management, organizational, decision-making, time-management and problem-solving skills.
• Ability to work in a fast-paced and dynamic environment with frequent high-stakes deadlines and  demonstrated high level of tact, diplomacy, and discretion.
• Proficient use of enterprise systems and platform applications such as PeopleSoft, Microsoft Office, SharePoint, Qualtrics, D2L, Drupal 7 & 8 Web Content Management is an asset.

Application Deadline:  March 21, 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 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 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.