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Research Project Coordinator, VP Research

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Job ID: 13921

Updated: October 19, 2017

Location: Main Campus

Position Overview

This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION.

VP Research is currently seeking a Full-time Regular Research Project Coordinator.

The Office of the Vice President Research (VPR) is looking for a Research Project Coordinator to support the implementation and successful delivery of the Strategic Initiatives. This position will support the implementation of the Strategic Research Plan as part of the Eyes High vision of being recognized as one of the top five research-intensive universities in Canada by 2022. 

This position is a full-time position and reports to the Strategic Initiatives Coordinator, while working closely with the VPR office team.

The Research Project Coordinator will contribute to the successful delivery of the Strategic Initiatives by providing project management support. The incumbent will be responsible for the administration of collaborative and interdisciplinary research activities, the implementation of qualitative and quantitative project management methodologies, facilitation of team meetings, the management of various events and dissemination of information from such activities. The Research Project Coordinator will have a liaison role involving diverse interactions ranging from internal populations comprised of faculty, staff, and students to interactions with several external stakeholders and organizations.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Coordination of Strategic Initiatives Implementation:

  • Responsible for the coordination and administration of the Strategic Initiatives and working closely with the VPR office to support project outcomes
  • Work independently on specific projects and assignments; identify and respond to priorities; ensure the VPR objectives are met within set deadlines and recommend improvements or changes to procedures when appropriate
  • Coordinate all required meeting documentation, speaking notes, occasional meeting facilitation, recording and posting minutes, attendee bios and briefing material for all meetings
  • Maintain effective filing and records system for the VPR office, including that for both paper and electronic formats while adhering to university policy in the storage and retention of information
  • Professionally handle large volume of emails including meeting requests (via telephone, e-mail and in- person) with great sensitivity, tact and professionalism despite continuous interruptions
  • Coordinate and oversee travel arrangements
  • Act as a liaison for the VPR office in making calls, securing appointments and relationship building with internal and external stakeholders
  • Maintain an up-to-date audience list and diverse distribution lists
  • Liaise with researchers, partners and others, and respond to project communication inquiries as necessary

Management of Strategic Initiatives: documentation and reporting:

  • Prepare status reports, correspondence and other documentation with accuracy and thoroughness; provide timely and accurate information and updates; communicate progression as required
  • Work with the various stakeholders to ensure the reporting requirements are met: progress reports, forms, legal agreements, CVs, correspondence completed and submitted on time
  • Maintain and continually update the shared-drive and required CVs to ensure completion for research grant proposals, journal publications and internal and external agencies
  • Prepare correspondence (letters and emails) and other document preparation (forms, CVs reports, contracts), as requested, in a professional and articulate manner
  • Assist with data collection, management and analysis of research outcomes
  • Assist in the preparation of documents such as research grant proposals, progress and final reports, roadmaps, minutes, etc

VPR General Support:

  • Provide general research administrative support to the VPR office and back-up of administrative support as required during colleague¿s absences and vacations
  • Work independently on specific research initiatives and assignments
  • Work strategically with members of the VPR team to coordinate and plan schedules to ensure successful alignment with priorities
  • Work collaboratively with Research Service Office, Research Accounting, Supply Chain Management and other administrative units
  • Maintain current and timely communication among colleagues and collaborators
  • Coordinate and implement administrative processes to ensure efficient operation of the VPR office

Qualifications / Requirements:

  • Post-secondary education, preferably a university degree, combined with 5-7 years of related, progressive experience, especially in management and administrative support
  • Minimum of 3 - 5 years of related experience within a project management or project development role in an executive level environment
  • Ability to work autonomously and adapt to multiple competing priorities is expected
  • Advanced knowledge of the University of Calgary policies, procedures and the complexities of the University's organizational structure
  • Take pro-active steps to resolve complex problems and have excellent consultative abilities
  • Excellent verbal and written communication skills
  • Proficient skill in the use of social media, navigating the internet and web communications required
  • Resourceful at acquiring information and be able to compile so it is conveyed clearly and concisely
  • Must exhibit superior organizational and time-management skills as well as judgment, initiative and strong interpersonal skills
  • Work well under pressure, multi-task, and meet multiple commitments and deadlines by demonstrating a strong ability to effectively prioritize
  • Handle confidential information in a professional manner and with integrity
  • Tasks, such as completion of reports, CVs and forms, require close attention to accuracy, detail and consistent follow-up
  • Able to demonstrate professionalism, discretion, courtesy and respect in all interactions
  • Proven ability to work on several projects simultaneously and under tight schedules
  • Understanding of, and a passion for, working within a diverse research management culture
  • Advanced level experience in the use of word processing, spreadsheets and databases:  Microsoft Word, Outlook e-mail, Internet Explorer and other web browsers, Outlook Calendar System, Excel, PowerPoint, PeopleSoft, eProcurement
  • Impact of error is high as the incumbent must ensure that day-to-day work is completed accurately and information provided to others is correct at the university and external levels
  • Understanding of safety codes and quality assurance procedures
  • Successfully work in a team-oriented environment
  • Exercise judgment within established guidelines
  • Strong attention to detail required

Application Deadline:  September 29, 2017

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 II.

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

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

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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