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Team Lead - Postdoctoral Program, Office of Research Services, VP Research

Job ID: 24769
Location: Main Campus
Updated February 04, 2022

This job posting is no longer active.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 Office of Research Services within VP Research is currently seeking a Full-time Regular Team Lead, Postdoctoral Program.

Reporting to the Manager, Postdoctoral Office and Internal Research Grants, and working closely with the Postdoctoral Program Director, the Team Lead, Postdoctoral Program plays a key role in the project management, administrative and operational aspect of the postdoctoral program at the University of Calgary and the implementation of the Eyes High Postdoctoral Initiative. The Team Lead coordinates the program activities, and fosters strong collaboration across the University of Calgary and beyond. As a result, the Team Lead works closely with a wide range of stakeholders on multiple research projects contributing to the success of the initiative and the project outcome.

The Team Lead develops and leads processes and activities to ensure successful delivery of the initiative and maintain the goal of 500 postdoctoral scholars at a steady state. This includes providing outstanding administrative services through the postdoctoral office, overseeing processes with Human Resources and Finance, organizing and coordinating professional development workshops and programs with various internal and external partner organizations (industry, community partners, funding bodies), implementing the communication plan and the delivery of communication materials, preparing annual reports and maintaining excellent relationships with internal and external stakeholders. There are also significant responsibilities associated with the recruitment of postdoctoral scholars and reporting to the granting agencies and sponsors. The position has frequent interactions with the University's administrative units, faculty members, as well as students, postdoctoral fellows and technical/professional staff.

Position Description

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

Program coordination

  • Coordinates the implementation of the Postdoctoral Program.
  • Provides expert advice to the Postdoctoral Program Director and the Manager, Postdoctoral Office and Internal Research Grants position.
  • Guides and fosters strong collaborative relationships with internal and external stakeholders involved in the implementation of the Postdoctoral Initiative.
  • Proactively evaluates the administrative procedures and protocols to ensure a constant program improvement.
  • Coordinates simultaneously numerous activities and in close consultation with the key partners to make recommendations to ensure successful outcomes of the program.
  • Facilitates collaboration with HR, financial operations and research services teams involved in managing postdoctoral appointments.
  • Handles complex situations and guides various teams to overcome obstacles (sick leaves, job status changes due to external fellowships acceptance, immigration issues, eligibility extensions, performance issues, complaints, terminations, etc.)

Administration

  • Independently oversees the effective implementation of the Postdoctoral Initiative providing senior level administrative support to the Program Director and the Office of VPR responsible for the overall initiative.
  • Oversees the project verifications to determine the postdoc employment status.
  • Develop effective administrative procedures in close consultation with Human Resources and Finance.
  • Responsible for keeping up to date postdoctoral hiring forms including the offer letter templates, and other hiring forms.
  • Establish and maintain an effective document management system. This includes maintaining knowledge of ongoing initiatives (e.g. Eyes High postdoctoral fellowship rounds, copies of applications, contracts, progress and final reports, current budget status, financial reports, etc.).

Team Leadership 

  • Under the direction of the Manager, the Team Lead provides in-scope supervision to team members in their day-to-day work in order to ensure that the team prioritizes effectively and achieves deadlines, and to foster cooperative program activities.
  • Under the direction of the Manager, the Team Lead builds and maintains a team-based culture, ensuring positive interaction with staff, faculty members and postdoctoral scholars.
  • Supports the Manager in staff recruitment and training.

Communications and Reporting

  • Acts as a primary liaison between researchers, administrative assistants, collaborators and others, and responds to communication inquires as necessary.
  • Proactively develops and maintains trustworthy relationships with staff and colleagues to inspire a healthy work environment.
  • Carries out the planning of events/workshops and any other communication-related activities with the Postdoc office and the Office of the VPR communication teams.
  • Oversees data collection, management and analysis of project outcomes.

Qualifications / Requirements:

  • Post-secondary education is required; in depth knowledge of the postdoctoral landscape and associated challenges.
  • Minimum of 7 years of related work experience in office administration.
  • Superior organizational and time management skills including the expertise to develop innovative solutions that meet the needs of diverse partners.
  • Proven ability to evaluate circumstances, make decisions under pressure and work with minimal or no supervision.
  • Experience with the University of Calgary processes including human resources, research services and research accounting.
  • Must possess excellent interpersonal and communication skills, be reliable, have strong judgment, be tactful and diplomatic.
  • Acquired competencies in strategic thinking, leadership, creativity and innovation, focusing on client needs, teamwork, decision-making, planning, organizing and problem solving.
  • Knowledge and extensive experience in budgeting and project management.
  • Proficiency with computers and software: word processing, web-based marketing and promotions, spreadsheets, databases, presentations, financial management, project management, communications including E-mail, social media, shared servers, videoconferencing, web based professional learning environments, and University core business systems (PeopleSoft, eFIN, enterprise reporting, etc).
  • Ability to multi-task, set priorities and meet commitments and deadlines.
  • Proven ability to work in an open-space environment that is complex, changing and, at times, stressful.

Application Deadline:  January 14, 2022

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 III.

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

COVIDSafe Campus Strategy

The University has implemented a new Vaccination Directive that requires all faculty and staff to be fully vaccinated against COVID-19 by January 1, 2022. You will be required to upload proof of vaccination prior to commencing your duties. Please review the COVIDSafe Campus website for further information and access to additional resources.

 

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 ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

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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