High School Youth Researcher (HYRS) Assistant, Research Services

Description

The Research Services Team in the Office of VP Research is currently seeking a Part-time Recurring Part-time High School Youth Researcher (HYRS) Assistant.

Current or graduating students from UCalgary or other institutions are encouraged to apply.

Reporting to the Manager, Postdoctoral Office and Internal Grants, with in-scope supervision provided by the Senior Research Grants Officer, the HYRS Assistant will provide administrative support to ensure effective operation of the Alberta Innovates Highschool Youth Researcher Summer (HYRS) and Summer Research Studentship (SRS) programs managed by Research Services, and related duties as assigned.

The HYRS program is designed for motivated Grade 11 students in Alberta high schools to gain first-hand experience with biomedical and health research, and to introduce them to career opportunities in research. Students will work in a University of Calgary lab doing cutting-edge research, and participants will meet at least once a week for a variety of activities to broaden and enhance their research experience. The SRS program provides a summer stipend to motivated students with exceptional academic records so they may participate in medical or health-related research at UCalgary.

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

• Provides administrative support to the Postdoctoral Office and Internal Grants (Sponsored Research Training) team including calendaring, diagramming, scheduling and initiating requests for meetings, correspondence preparation and tracking, reminders on key deadlines, etc.
• Assists with coordination of studentship application, adjudication, and selection processes.
• Supports processing of student payments (stipends, scholarships, graduate assistantships, etc.), thus, high accuracy and attention to detail are required (in particular financial details such as payment amounts and general ledger chart fields), as is strong record keeping skills and an ability to meet strict University student payment deadlines. There is a degree of complexity in relation to policies, guidelines, tax implications, and administrative processes concerning student payments.
• Makes arrangements for guest speakers invited to speak to the HYRS cohort, including booking rooms and processing any related expense claims.
• Supports the Senior Research Grants Officer with coordination and facilitation of the HYRS Selection Committee meeting, and any related information sessions.
• Typical tasks include scheduling, room bookings, arranging catering, distribution of meeting materials, and recording minutes for meetings.
• Maintains currency of the HYRS student & supervisor email distribution list and makes edits to the Procedures Manual as directed by the Senior Research Grants Officer.
• Produces and distributes the weekly HYRS e-update and provides administrative assistance for other HYRS and SRS program communications, as required.
• Acts as the daily contact point for HYRS participants ¿ students, direct supervisors, and faculty mentors ¿ to address concerns, questions and provide guidance.
• Coordinates program activities and provides supervision of the participants during all scheduled non-laboratory HYRS activities.
• Assists with the circulation and collection of necessary Risk Management, HR, and Environmental Health and Safety forms from all participants and their supervisors prior to participants entering the laboratory.
• Collects and verifies student timesheets to ensure hourly commitments are being met and to quickly address errors and omissions.
• If required, act as a live-in residence advisor for HYRS students, who are minors, staying in on- campus housing for the duration of the program (July ¿ August).
• Knowing residence policies for minors in residence and safety procedures.
• Duties include checking students in and out at the beginning and end of their stay in residence, checking students in and out each day, ensuring student compliance with Residence terms and conditions, serving as an on-site contact for residence staff, and notifying relevant authorities, parents, and residence staff in the case of emergencies.
• Required to act as a residence advisor, Research Services will cover the cost of accommodations.
• Assists with the day-to-day support of the HYRS program and events offered by Research Services, including: new student welcome and orientation sessions, Teacher¿s Day, Open House, Brown Bag Lunches, Lab Tours, etc.
• Typical tasks include booking rooms, arranging AV support and catering, preparing guest / speaker itineraries, etc.
• Supports the development of briefing notes for VIPs attending select events.
• Familiarity with the University of Calgary statement on `Principles of Conduct¿.
• Conducts themselves according to these principles in all situations when representing Research Services or while acting on behalf of the University.
• Manages own time effectively to complete the requirements of the position. Fosters a positive and productive work environment.

Qualifications / Requirements:

• Enrolled in or matriculating from an undergraduate or graduate degree in a health-related program at the University of Calgary.
• Experience, as a student, conducting research in a laboratory setting is required.
• Some administrative experience, with an emphasis on organization and program administration, is required.
• Previous participation in HYRS (or an equivalent program) and an excellent academic record are strong assets.
• Experience with public relations and special event planning is an asset.
• Ability to communicate effectively and professionally, in group and one-on-one settings, with members of the public and with students, faculty members, and non-academic staff across the University of Calgary is required.
• Demonstrated ability to work independently in a fast-paced and deadline-driven environment, coordinate/prioritize multiple tasks with interruptions from phone calls, drop-ins, etc. is required.
• A strong understanding of University of Calgary obligations, policies, and procedures relevant to student (adult and youth/minors) research is preferred, or demonstrated ability to learn in a timely and effective manner.
• Strong data management skills, record keeping, and attention to detail are essential.
• Proficiency with PeopleSoft and MS Office (in particular Microsoft Teams, Outlook, Word, Excel, and Visio) is required.
• Proficiency with video-conferencing software is required.
• As the position works closely with minors, a police background check is required.

Application Deadline:  March 17, 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 Operational/Administrative 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.