Location
Waterloo, ON | Canada
Job description
Term: 2 years
The GEMM Research Project Manager and Coordinator will support the establishment and management of a new UWaterloo hub of the transdisciplinary Global Environmental Measurement and Monitoring network by conducting administrative activities, project management, communication, and other support to the designated Directors. The incumbent is responsible for administrative management, financial management, human resources management, and special events, outreach, communication, and record keeping. Responsibilities include planning, development, implementation and the provision of management oversight of research projects and knowledge transition activities as specified in research contracts or sponsor guidelines/requirements.
Administrative Management, including but not limited to
- Manages the day-to-day administrative issues for the network
- Understand and adhere to university policies and procedures as they relate to research grants and contracts financial management, procedure services and human resources
- Provides administrative support to the Directors of the network
- Duties may include but not limited to planning meetings, preparing, and contributing to or coordinating communications, scheduling, planning, etc
- Creates and maintains systems and procedures to efficiently manage and monitor workflow and information for the network
- Ensure high-quality deliverables by preparing accurate effective project reports
Financial Management, including but not limited to
- Responsible for consistent applications of the University’s financial regulations, policies, and procedures
- Provide general problem-solving and oversight with respect to budgetary allocations, submission of deliverables and progress reports, correspondence with external sponsors to ensure effective monitoring of specific projects
- Ensures audit trails are in place for all approved financial transactions and maintains support documentation of transactions for internal and external audit queries
- Reviews and processes out-of-pocket expenses, if required
- Ensures financial activities align with best practice and university policies and procedures as well as sponsor guidelines (if applicable)
Human Resources Management, including but not limited to - Oversees the recruitment, evaluation, payment, and termination of casual and temporary employees including student employees, and ensures processes are in place for the efficient and effective oversight, and training
- Serves as the first point of contact with Human Resources and ensures compliance with university policies, procedures, and employment standards
- Provides on-boarding and orientation for new members
- Maintains staff records and schedules, and ensures absenteeism and vacation records are kept up to date
- Oversees and administers payroll processes for ongoing, temporary, and casual staff members, including ensuring payroll activations and terminations are processed
- Coordinate project team to identify additional partners or enhance collaboration with existing partners
Special Events, Outreach, Communication, Records, including but not limited to
- Ensures compliance with unit and university policies and procedures
- Coordinates with Directors and planners in-network to identify prospective speakers, contact and correspond with speakers
- Plans speaker events, panels, and other events as needed including logistics, marketing, etc.
- Supports and assists with the planning and execution of special events
- Assists with event promotion and marketing, setup, registration and clean up
- In consultation with the Faculty Communications team, oversees communications, including mailing lists, web content, and social media
- Maintains positive working relationships with on and off campus stakeholders, including but not limited to suppliers, vendors, contractors, clients, and other departments
- Supports outreach through citizen science including aspects of planning and development, coordination with faculty, relevant offices and staff, and Directors as well as external stakeholders as well as facilitating workshops for citizen scientists
- Bachelor’s degree in any field; Master’s degree in science, especially related to sustainability topics, communications, or related field preferred. Equivalent combination of education and experience may be considered. Expertise in particular academic disciplines may be desirable for certain projects
- 4 to 6 years of progressively responsible administrative experience, including demonstrated experience with financial and human resources management is required
- Demonstrated experience developing and managing a budget
- Experience in academic, not-for-profit or a research environment is an asset
- Knowledge of research granting, and reporting is an asset
- Knowledge of the university’s financial systems, policies and procedures preferred
- Experience in a university work environment is preferred
- Bilingual proficiency in French preferred
- Exemplary interpersonal and communication skills
- Proven ability to support the unique requirements of a multidisciplinary environment
- Proven problem-solving abilities, conflict management skills, and ability to address sensitive topics related to science and sustainability
- Experience running training or workshops relevant to science or equivalent complex topic
- Experience communicating with public audiences or running community events
- Experience with practical engagement with sustainability or related topics
- Exceptional organization skills with the proven ability to work on multiple projects simultaneously with competing demands and strict deadlines
- Proven ability to work collaboratively with colleagues and students
- Demonstrated ability to work effectively and discreetly with confidential and sensitive information
- Demonstrated sound judgement, tact, discretion, and professional integrity
- Strong attention to detail, ability to work independently, take initiative and anticipate future needs and potential issues
- Advanced knowledge of Microsoft Office required and WCMS or other CMS systems an asset
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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