Location
Waterloo, ON | Canada
Job description
Term: 2 Years
Reporting to the Manager, Senior Manager or Director level, Research Coordinators are responsible for providing research administration for research related activities to University of Waterloo faculty members who are applying for or hold funding for a grant, contract, or award.
Research Coordinators are responsible for identifying and disseminating funding opportunities, providing review, feedback and support to faculty on their research funding proposals and budgets, assisting the Manager, Senior Manager, or Director level in drafting and reviewing grant and industry contracts, transfer agreements and amendments.
Support Faculty with proposal development and application completion
- Assist researchers in all six faculties, providing expert advice to develop and complete research funding proposals (that are of high quality and competitive). This includes application and budget review to ensure: compliance with university policies and application guidelines set by the sponsor; adherence to submission requirements (e.g., format, electronic submissions where appropriate, matching fund requirements and deadlines); editing for strategic effectiveness, clarity, impact and typographical or grammatical errors; compliance with eligibility and reporting requirements; and identifying contractual terms that might bind the university and researchers, mitigating risk as appropriate;
- Utilize an in-depth and detailed working knowledge of sponsor guidelines and university research procedures;
- Respond promptly and thoroughly to faculty inquiries regarding application development;
- Keep abreast of ongoing and new funding opportunities and their eligibility requirements as well as regulations/requirements pertaining to applications or incoming awards;
- Analyze decision results and make recommendations for consideration by senior administrators regarding process changes to improve application success rate
Provide Pre/Post award administrative management of research grants/contracts/awards
- Determine on-going eligibility of faculty members for grants and contracts and complete applicable government agency verification procedures to ensure continuing eligibility;
- Monitor and provide action when required throughout the lifetime of the project from initiation to file closure. Work with a number of parties (e.g., faculty, students, sponsors, financial staff and other administrative staff) to ensure that the research administration role is carried out promptly and accurately;
- Create correspondence for management of applications/awards (e.g. transmittal of documents, requests for extension of use of funds or agreement revisions/amendments and clarification of University policies)
- Ensure accurate, consistent and efficient data entry and workflow to best support researchers;
- Follow up with faculty members and students, or Office of Research managers, as required, in response to database (InfoEd) generated reports;
- Research and recommend enhanced administrative management procedures and policies, and keep current with respect to best practices
Administer programs internal/external to University
- Manage internal funding or nomination programs in a consistent and transparent fashion. Be able to develop and communicate internal competition procedures. Coordinate review panels as well as participate in and document panel decisions. Provide analysis of internal programs to senior management to support strategic decision making
- Working with all six faculties, centres and institutes, administer simple external sponsored programs; including potential for quotas, internal/external deadlines, eligibility, submission, review (compliance, quality, suitability) eg. COETF, NSERC USRA
- Organize and participate, and take minutes in internal committees, workshops and meetings
Communication and relationship building
- Promote funding opportunities and report results of competitions to university community in a timely manner;
- Develop relationships with sponsors to enable effective communication when questions or concerns arise;
- Communicate with research officers at other institutions;
- Interact professionally with external sponsors, government agencies, faculty members, university administrators, staff and students;
- Collaborate with the Managers/Senior Managers, and the Director, with respect to the effective implementation of any procedures related to research proposals, grants, funding, and partnerships;
- Attend periodic meetings (on or off campus) with sponsors and/or other university representatives regarding program guidelines, best practices, review and reporting procedures and development of proposals;
- Prepare non-routine reports and undertake special projects from generalized requirements;
- Make and/or present verbal presentations as required;
- Assist in the organization of information sessions, sponsor visits and research delegations
Agreement administration
- Assist the Managers/Senior Managers or Directors in the negotiation of grant agreements and industry contracts;
- Prepare standard draft agreements and amendments, ensuring that all relevant details and documents are included;
- Prepare and submit to external sponsors specific requests for amendments to grant agreements and contracts, such as date extensions and budgetary reallocations, so that research projects are properly monitored;
- Provide effective, helpful responses to inquiries from sponsors, faculty, and staff regarding the terms and conditions of grant agreements and contracts, particularly as they relate to matters such as overhead, reporting deadlines, payment dates, publications, university policies (eg intellectual property)
- Prepare, review and negotiate simple transfer agreements
- Completion of an undergraduate degree is required, with a Master’s degree preferred or equivalent related education and experience which provides strong knowledge of an academic research environment
- 1-5+ years’ experience in Research Administration preferably in a University environment
- Demonstrated ability to evaluate and edit grant proposals and budgets and experience with research agreements and contracts
- Must have exceptional communication (oral and written), analytical, and organizational skills
- Must have demonstrated attention-to-detail and problem solving and ability to work with confidential information
- Must have a keen sense of responsibility, ability and confidence to communicate effectively with researchers from a variety of disciplines within all six faculties, partner institutions, government representatives, industry partners and senior UW administrators
- Ability to provide written and verbal presentations
- Administration skills are essential, as is the ability to work under pressure, within time constraints and conflicting deadlines and to function in a complex and changing environment is required
- Highly motivated and have strong administrative and organizational skills as well as a demonstrated ability to evaluate and edit grant proposals and manage the associated extensive administrative requirements
- Strong proficiency (at least intermediate level) with a variety of computer software applications including word processing, spreadsheet, and database management is required
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations .
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.
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