Job Description

Position Overview The Office of Research Services, VP Research is currently seeking a Full-time Temporary Relief Grants Coordinator, Internal for approximately 6 months. The Office of Research Services works with the University of Calgary's research community to advance the research enterprise. As a team of professional service partners, the Office of Research Services team aims to increase sponsored research revenue, reduce financial, reputational and market risk, and manage non-financial compliance for the University. The Grants and Awards Division within Research Services is responsible for the management of internal and external grants, external training programs, and prizes and awards programs. The Grants Coordinator, Internal reports to the Manager, Postdoctoral Office and Internal Grants and provides professional support and assistance to the Grants and Awards Division, and advice on process to our client community. The position is required to exercise initiative and judgement in prioritizing work to meet the requirements of the Grants and Awards Division. Working conditions can be stressful given the volume of work, need for accuracy, continuously shifting priorities, and a workplace with frequent interruptions. The position requires the ability to use discretion, maintain professionalism, ensure confidentiality and composure under pressure, and demonstrate adaptability and flexibility in providing efficient and high quality service to the research community. Supervision needed is minimal, however, the Manager, Postdoctoral Office and Internal Grants will advise on priorities. The position is fully responsible for independent delivery of work. The impact of decisions made will be University-wide, and errors could result in financial or reputational risk to the university. The incumbent provides key guidance and advice to researchers in establishing research projects funded by an institutional program (or other intramural revenue source), or by an externally sponsored training program. This position reviews new project requests and associated documentation to determine whether the activities are research-related and thus ensure appropriate classification prior to account set-up. This position also reviews the documentation submitted to ensure completeness and compliance with University policies and procedures. The incumbent is the first point of contact with Research Accounting to ensure that accounts are opened and amendments processed in a timely manner. The Grants Coordinator, Internal is responsible for coordinating the application intake process for external trainee competitions and several University research programs (e.g., URGC competitions and residual grants), processing project extensions, managing the team's general inbox, triaging and distributing mail and incoming trainee and internal grant applications to the appropriate team member for action, scheduling meetings and information sessions related to these competitions, and other duties as assigned. The Grants Coordinator, Internal plays a key role in our Research Management System in triaging applications and other trainee-related pre- and post-award workflows, and providing support and guidance to the team and our clients. The Grants Coordinator, Internal will be expected to be an expert-level user of the RMS system. The incumbent will often be the first point of contact for research trainees and other members of the research community interacting with our office. Position Description Summary of Key Responsibilities (job functions include but are not limited to): Project Set-Up and Project Maintenance

• Reviews project request documentation to determine if proposed activities are research or non-research in nature and recommends them for signature.
• Ensures that all appropriate back-up documentation is included with new project requests including but not limited to scope of work, award notice, budget, applicable agreements or contracts, certificates, etc. Must determine what back-up is required.
• Reviews the scope of work description of activities to ensure that the appropriate institutional certifications (human ethics, animal care and/or biosafety) are documented. Follow up with project holders and/or delegated correspondents as required.
• Monitors project set-up activities, tracks timelines and liaises with Project Maintenance as necessary to ensure timely creation of project accounts.
• Processes project extensions and project holder changes.
• Inputs, updates and validates database information.
• Broad, primary responsibility for coordinating project funding requests from intramural sources and externally sponsored research training programs.

Triage Trainee and Internal Grant Applications

• Coordinates trainee intake process including assignment of applications to appropriate team members.
• Basic maintenance of SharePoint and Drupal 8 submission systems.
• Communicates with applicants as necessary to confirm:
  • Submission process for trainee applications.
  • Receipt of trainee applications.
  • Timelines for approval.
  • Applicable registration/enrolment requirements.
• Coordinates intake process for internal grant programs, chiefly the University Research Grants Committee (URGC) programs including liaising with applicants to confirm receipt, creating and maintaining internal records, processing award notices and facilitating project account creation, and collecting final progress/activity reports at project close-out.

Research Management System

• Designated as a super user of the Research Management System.
• Trains new employees or assigns someone to train the Grants and Awards Division staff on the Research Management System.
• Closely coordinates post-award activities and actions with the Grants Coordinator (External) to ensure consistency of process with other administrative units.

Other Duties

• Coordinates meetings and events, including scheduling, booking rooms and equipment, recording minutes and disseminating to stakeholders as directed.
• Archives files and records according to institutional file retention policies.
• Updates and maintains information in relevant sections of the RSO Process Manual from time to time, coordinating with colleagues and team members.
• Maintains web content related to training programs and some institutional research competitions, as directed.
• Respectfully interacts with researchers, co-workers, supervisor and members of the University Community.
• Manages own time effectively to accomplish tasks.

Qualifications / Requirements:

• University degree or business administrative diploma required.
• Highly developed organizational, analytical, problem solving and interpersonal skills, and capacity to work as a team member are critical.
• Attention to detail and strong time management skills are required.
• The candidate must have the ability to communicate effectively both verbally and in writing with the internal and external community.
• Ability to act decisively and to exercise a high degree of initiative.
• Ability to assess, plan, coordinate and work under the direction of shared leadership required.
• Must demonstrate professionalism, discretion, courtesy and respect in all interactions.
• Excellent working knowledge of the Microsoft Office Suite; in particular, MS Word, MS Outlook, Excel and PowerPoint are required.
• Comfortable working with technology and internet-based applications and portals.
• Working knowledge of academic research considered an asset.
• Working knowledge of University policies and core business systems also considered an asset.

Application Deadline: September 2, 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 1. 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. The University strongly recommends all faculty and staff are fully vaccinated against COVID-19. 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. As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca). We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.