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Specialist, Internal Grants and Training Awards, Office of Research Services, VP Research

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Job ID: 16078

Updated: Yesterday

Location: Main Campus

Position Overview

The Office of Research Services within VP Research is currently seeking a Full-time Regular Specialist, Internal Grants and Training Awards.

This position reports to the Director, Grants, Awards and Ethics and works closely with various adjudication committees and all sub-units within Research Services. The position oversees the administration of all aspects of research awards to trainees of all levels (e.g., high school students, undergraduate and graduate students, postdoctoral fellows, clinical fellows), and internal research grants to faculty members.   

This is a leadership position providing supervision to two Research Officers and one Grants Assistant, and any temporary staff positions. Management responsibilities include recruitment, training, staff development, performance management, retention, discipline and termination of support staff within the Grants and Awards Division.  This position requires a strong understanding of university policies and practices concerning research and student administration, research program guidelines, and compliance regulations.

Position Description

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

Human Resources: Supervision and Management of Support Staff

  • Supervise three support staff in multiple roles or phases of development, including hiring, delegation of work, mentorship and training, performance management, disciplinary action up to and including termination
  • Provide quality leadership to support staff, development, maintaining and modeling positive working relationships with the executive leadership team, faculty, staff and students. This includes business process assessments, recruitment, supervision, mentoring and discipline of support staff, evaluation of staff performance and feedback to ensure efficient operation of the team
  • Ensure that staff members are well trained, competent, supported in their work and encouraged in their development. Work includes establishing policies and procedures, dealing with complaints, liaising with Human Resources and handling other administrative details
  • Ensure staff develop collegial, positive, and trusting working relationships with each other, with faculty and other units within Research Services. The incumbent ensures staff work effectively as a team
  • Exhibit tact, good judgment, and negotiation skills to see satisfactory resolution and negotiates boundaries for staff on workplace issues

Internal Grant Management / Training Awards Management

  • Act on behalf of the Director, Grants, Awards and Ethics during his/her absence and as assigned
  • Facilitate the research process through the provision of expert advice, assistance and information to faculty members in order to stimulate research sponsorships
  • Develop and revise granting and award programs for faculty and trainees when required and often in collaboration with management staff, committees, and/or senior administration. Consider all aspects of the life cycle of the award, from application to file closure, as well as desired outcomes of the sponsor
  • Work with management and collaborating offices to coordinate services, administrative responsibility and processes, and communications where responsibilities overlap with those of Research Services
  • Continually assess, develop, and streamline administrative processes and procedures across the unit in order to facilitate applications to internal and external granting or training programs and to ensure an innovative and proactive approach to service delivery
  • Develop and maintain communication strategies and information programs to aggressively promote research funding and the services provided by Research Services in support of research-related activities
  • Ensure institutional accountability and compliance with internal and sponsor policies applicable to the administration of research programs
  • Establish and maintain positive and effective working relationships with constituents both internal and external to the University
  • Stay informed about issues, trends and policies, both internal and external, to ensure that research sponsorships meet University and sponsor requirements
  • Report on various research-related metrics as required by senior administration

Qualifications / Requirements:

  • University degree with several years of progressively responsible experience in a senior administrative role, preferably in an academic environment (or a combination of related experience and training)
  • Knowledge of University policies relating to research and training is required, along with understanding of federal and provincial policies governing the administration of grants and trainee awards at educational institutions. Knowledge of University governance and the distribution of responsibilities is an asset
  • Demonstrable experience or interest in supporting research and training-related activities
  • Ability to operate within a complex, multi-faceted and highly centralized work environment and to work independently and yet is a strong team player
  • Ability to act decisively and to exercise a high degree of initiative and judgment on a wide range of issues, using discretion and maintaining confidentiality
  • Skill in building productive and supportive working relationships and extensive knowledge of the University of Calgary's policies and procedures
  • Sound understanding of the University's mission, academic plan, and strategic research plan
  • Excellent organizational and analytical skills and excellent skills in oral and written communication
  • A good working knowledge of University business systems, including Microsoft Office and PeopleSoft, are essential
  • Project management and task coordination skills and the ability to build consensus
  • Superior interpersonal skills, flexibility, tact and perseverance
  • Capacity to build and maintain collaborative working relationships with agency program officers, colleagues, co-workers and stakeholders
  • Capacity to adjust the work schedule to meet multiple demands and pressures, and a demonstrated ability to provide a consistently high level of service
  • Ability to develop and interpret policy and guidelines

Application Deadline: August 10, 2018

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 classified in the Professional Career Band, Level III of the Management and Professional Staff Career Framework.

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.


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

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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