Job Description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.




Learn more about our recruitment process.

Job Requisition ID:

2025-00694

Time Type:

Full time

Employee Group:

Staff

Job Category:

Research and Program Support

Employment Type:

Temporary

Department:

Office of the Vice-President, Research and International - Institutional Research Operations II

Hiring Range:

$71,827.90 - $89,784.87

Posting Information:

Term: 1 year


This position is being offered as a contract position.

:

Primary Purpose

Responsible for providing expert advice, research administration and project management services to UW faculty members who are applying for, or hold, grant, contract, or award funding for research related activities.



Grants and Contracts Managers are located in one of four groups within the Office of Research: Research Partnerships, International Research and Partnerships, Institutional Research, and Funding Agencies and Non-Profit Sponsors. Grants and Contracts Managers are expected to develop their skills to at least the proficient level. Advancements to higher levels are in recognition of ability, skills that demonstrate expert level knowledge in a range of functional areas, as well as increased levels of professional development, experience, responsibility and initiative. To advance, Managers must perform above expectations of current level and meet majority of competencies in the next level. The levels are defined primarily by level of expertise and experience, the scope of influence and responsibility (portfolio/section/office of research/university-wide/external), and the complexity and impact of the portfolio. The relative proportion of the various key accountabilities will vary with the sponsor portfolio for which the Pre-Award Manager is responsible.

Key Accountabilities

Support faculty with submission and awarding of grants and contracts

Provide program / sponsor specific review of proposals / applications to faculty members


Edit research proposals and applications for completeness, grammar, formatting and spelling


Aid faculty members in the establishment and management of budget requirements


Target faculty / proposals needing particular support (e.g. new faculty)


Ensure that proposals conform to UW policies and procedures pertaining to payment terms, liability, publication, licensing and intellectual property rights and overhead


Manage the submission of proposals / nominations in accordance with the policies, guidelines and deadlines of the relevant funding sponsor (online and / or by paper) and UW


Act as central point of contact to coordinate and provide proactive and ongoing support for large, complex projects deemed of strategic importance to the institution

Manage post-award research administration responsibilities for grants / contracts / awards

Understand university policies and procedures as they relate to research grants and contracts, financial management, procurement services and human resources


Negotiate and execute (per procedure 1A) all research-related agreements, including those with the sponsor, collaborating institutions, and partner organizations, and also data and material transfer agreements, etc.


Protect the university from academic, reputational and financial risk through careful agreement and contract negotiation, balanced by the need to be flexible and responsive to research sponsors, while facilitating the research enterprise


Clearly articulate and advise faculty members and/or students of the implications and obligations implied by contract terms, and suggesting alternatives when concerns are raised during negotiations


Manage financial set-up, and assurances of required certifications (e.g. ethics, biohazards) and special risks (e.g. information security, controlled goods)


Ensure that annual financial and project progress reports are submitted


Ensure that required agreements are signed by project participants


Provide administrative advice to faculty, departments, schools and other senior administrators regarding general problem-solving, executing amendments to agreements and grants such as date extensions, overseeing budgetary reallocations, submission of deliverables and progress reports, resolution of payment problems and disputes regarding deliverables, correspondence with external sponsors to ensure effective performance monitoring of research projects


Ensure adherence to the terms and conditions of the award and ensuring audit requirements are met


Ensure accurate, consistent and efficient workflow to best support researchers


Ensure accurate data for institutional analyses

Work with funding sponsors

Participate when sponsors request input on programs


Host sponsor visits when appropriate


Develop relationships with sponsors to enable effective communication when questions or concerns arise

Manage internal funding or nomination programs

Develop and communicate internal competition procedures


Coordinate review panels, participate in, and document panel decisions


Ensure programs are run in a consistent and transparent fashion


Provide analysis of internal programs to senior management to support strategic decision making

Communications

Promote funding opportunities and report results of competitions to university community


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


Assist the Communications Officer with the preparation of press releases / writing of public communications


Analyze application submissions / decision results etc., and make recommendations for process improvements


Prepare non-routine reports and undertake special projects from generalized requirements


Develop internal approval forms and sample applications or templates


Participate in university meetings regarding internal nomination procedures for programs within the portfolio


Other duties as assigned

Required Qualifications

Education

Completion of an undergraduate degree is required, with a Master's degree preferred; or equivalent related education and experience that provides strong knowledge of an academic research environment


Expertise in particular academic disciplines may be desirable for certain sponsor portfolios

Experience

Minimum 4+ years demonstrated experience in project management and administration are essential, as well as budget development


Proven ability to evaluate and edit grant proposals and negotiate agreements and contracts

Knowledge/Skills/Abilities

Must have exceptional communication (oral and written), negotiation, consultation, and presentation skills


Must have strong analytical, leadership and organizational skills


Must have demonstrated attention-to-detail and problem solving and ability to work with confidential information


Ability to exercise judgment to understand queries and develop appropriate solutions


Strong proficiency with a variety of computer software applications including word processing, spreadsheet, database management is required

Equity Statement

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 coordinated 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, Metis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.




Positions are open to qualified candidates who are legally entitled to work in Canada.




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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.