Job Description

Description

Civil Engineering

in the

Schulich School of Engineering

invites applications for a

Research Program Administrator.

This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.


This position reports to the principal investigator and works closely with the principal investigator and strategic program manager. The Project Administrator is responsible for providing accurate information and guidance with respect to the procedures, policies and regulations of Research Services, Supply Chain Management, Finance, and Human Resources. The work is highly collaborative in nature and will require the ability to work with diverse individuals and groups within the university and broader community.


The role is complex with a variety of responsibilities including the management of multiple research grants with minimal guidance. The incumbent must have the ability to organize and multi-task large volumes of work with conflicting deadlines, shifting priorities, and handle confidential information.

Summary of Key Responsibilities

(job functions include but are not limited to):


Research

Advise the principal investigator, program manager(s), other staff, and students regarding established University policies and regulations related to research projects. Advise the principal investigator and program manager on established granting agency rules and regulations, i.e., guidelines regarding acceptable and non-acceptable expenditures of various grants and help to ensure all expenses are eligible and have supporting documentation. Coordinate with appropriate university partners to facilitate the establishment and compliance of new research accounts and projects. Monitor these research accounts to ensure correct revenue has been received and follow up with research accounting as required. Act as a liaison between universities, industry, and government in large multi-agency projects to oversee project creation, deliverables, agreements, and reporting. Proactively monitor research accounts identifying risks and developing action items. Organize and plan seminars, workshops, research meetings, and special events. Liaise with legal services to create and maintain research agreements and contracts and help resolve outstanding issues. A strong ability to interpret and understand research agreements is required. Responsible for ordering and purchasing equipment, materials, and supplies for the research group. Liaises with the program manager, HR, and Postdoc office on research appointments and extensions.

Budget/Finance

Manage and oversee research grants tracking project balances, end dates, spending, reporting, and advising on areas requiring immediate action such as over-expenditures and expiring projects. Prepare journal vouchers to clear over-expenditures and close expired project accounts. Manage year-end review of project accounts, working collaboratively with research accounting to resolve any issues. Compile, review, and submit budget summaries for reporting to funding partners and sponsors. Oversee project accounts ensuring agency and university compliance. Responsible for the calculation and preparation of overhead distribution. Anticipate and advise on project expenditures or forecasted needs. Responsible for preparation and submission of travel claims and non-employee expense reimbursement, expense reports, corporate credit card reconciliations, PER claims, one-time lump sum payments, honorariums, PI fees, purchase requisitions/orders, invoice payments, internal departmental billings as needed, generating accounts receivable invoices. Liaise and collaborate with Research Accounting regularly to resolve any matters related to project accounts.

Qualifications / Requirements:

University undergraduate degree required. A minimum of 3 years of experience, preferably in a university or research environment. A combination of education and directly related experience may be considered. Demonstrated ability to successfully manage and oversee research/operating funds for multiple large-scale projects and research team. Knowledge/understanding of accounting principles as they relate to financial transactions is required. Thorough knowledge of University of Calgary policies and procedures and the ability to support others in these systems. Experience with financial reporting systems, HR and Finance modules. Experience in PeopleSoft including e-procurement, travel & expense, A/P and payroll modules. Strong analytical and problem-solving skills, accuracy, and attention to detail. Ability to multi-task due to shifting priorities. Highly developed interpersonal, time management and communication skills are required. Ability to work independently with minimal supervision and guidance.

Application Deadline:

December 24, 2025

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.


This position is part of the AUPE bargaining unit, and falls under the

Specialist/Advisor Job Family, Phase 2.


For a listing of all management and staff opportunities at the University of Calgary, view our

Management and Staff Careers website

.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.


The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p 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's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

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 Institutional Commitments (

oic@ucalgary.ca

) and requests for accommodations can be sent to People & Culture (

hrhire@ucalgary.ca

).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.