Manager, Grants and Contracts

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting.

We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized / visible minorities, Indigenous / Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Summary

The Manager, Grants and Contracts, is responsible for overseeing the day-to-day operations for research grant and contract administration, including oversight for the resources and processes required for effective, efficient and customer-centric delivery of the research grant and contract administration responsibilities of Research Services.

While reporting to the Director, Grants and Research Operations, the Manager will also work closely with VP Research Portfolio (the Portfolio) senior leadership, including the Director, Research Legal Services and the Director, Research Security, Data & Privacy, for collaborative implementation of processes required for ensuring policy and regulation compliant administration and reporting on research agreements with or without funding.

The Manager will supervise the work activity of grant and contract Research Facilitators with a priority to ensuring prompt processing and conformity of administrative protocols to best practice, regulatory and legal requirements.

The Manager will also support a safe, collaborative and supportive work environment for staff and colleagues with consideration to workload volume in the fast paced and deadline driven Research Services environment.

The Manager will train and empower staff to implement and collaborate on standard operating procedures, especially in providing client-facing services and support, and to communicate and escalate issues in a timely fashion.

As necessary, the incumbent will take a leadership role bringing forth thoughtful and effective solutions to complex scenarios ensuring that all parties are satisfied with the process and that decisions are developed through consultation with relevant internal and external stakeholders, including but not limited to Research Services colleagues, Research Accounting, researchers, academic units, research sponsor entities / agencies and partner organizations.

Job Description

KEY RESPONSIBILITIES :

• Manages the day-to-day operations and training of Research Facilitators (grants and contracts) implementing strategies that support and prioritize excellent customer service delivery.
• Oversees the development of and adherence to new and updated standard operating procedures used by the Research Facilitator team ensuring operations are smooth, reasonable and efficient and that outcomes for which Research Services is responsible are compliant to all relevant internal and external policies, conditions and regulations.
• Identify, track, manage and resolve issues related to business operations, escalating emerging issues to the Director, as needed.
• Provides high quality and timely advice and assistance to senior managers to ensure effective collaboration across the Research Services portfolio, and for efficient workflow management across the research funding lifecycle;
• including, but not limited to the Director; Director, Research Legal Services; Director, Research Security, Data & Privacy;

and Associate Director, Research Systems.

• Fosters, develops and implements effective and professional communication with all internal and external stakeholders, including but not limited to researchers and their research teams / collaborators, partner and / or collaborating institutions, companies and organizations, suppliers and funding agencies.
• Serves as a point-person and resource for researchers, Departmental / Faculty research administrators and others on policies, regulations and guidelines governing the management of research funding and compliance obligations.
• Communicates and prepares reports on a regular basis, or as requested, to discuss policy and procedures, the status of the research administration records, and to share information on research funding matters.
• Engages in special activities as required, such as professional development training and orientation relevant to the role and current or emerging responsibilities, including for example, workshops or information sessions offered by the Canadian Association of Research Administrators, the federal Tri-Agencies or US National Science Foundation, and takes a leadership role in communicating updates to the Queen’s research community.
• Ensures a positive and productive working environment consistent with the mission, vision and values of the VP Research portfolio and one which will maximize staff engagement.
• Plans, prioritizes and manages the work of employees, providing advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses and resolves employee / labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.

REQUIRED QUALIFICATIONS :

• Four-year Bachelor degree or equivalent. In addition, requires on-going learning to remain ahead of changes in technology or emerging fields.
• More than 5 years of experience.
• Prior managerial experience in a high volume and fast paced environment.
• Experience with contracts administration; contracts administration in a research environment considered an asset.
• Sound knowledge of the policies, regulations and guidelines governing the administration of research funding in a university environment, including the legal framework articulated in research funding and non-funding agreements.
• Demonstrated understanding of the research security and compliance landscape relevant to research conducted in Canada.
• Familiarity with the research funding landscape at regional, national and international scales.
• Experience advising faculty members on research related activities in a university setting considered an asset.
• Experience with Queen’s primary research systems and online granting agency portals considered an asset.
• Sound understanding around best practice with respect to diversity and inclusion in the workplace.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS :

• Experience in reviewing legislation and regulations, and ability to analyze complex documents.
• Ability to handle details with a high degree of accuracy and to organize and prioritize a high volume of work to meet both internal and external deadlines.
• Proven ability to multi-task and prioritize with an eye to consistently producing high quality work and meeting deadlines in a demanding environment.
• Demonstrated commitment to creating a collaborative team approach with a focus on fostering a diverse and inclusive work environment within the unit and across the organization.
• Independent, proactive administrator with exceptional management and communication (oral and written), organizational and presentation skills, ensuring effective interaction with Portfolio colleagues and broadly within the university and with external agencies.
• Strong client service orientation, demonstrating tact, diplomacy and confidentiality.
• Strong inter-personal skills based on experience, training and development to enable management of a broad range of individuals with varying roles and to evaluate candidates and on-going employee performance.

DECISION MAKING :

• Evaluates job candidates and makes effective recommendations on suitable hires.
• Makes decisions and / or effective recommendations regarding recruitment, transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.
• Sets priorities regarding personnel workload.
• Reviews and approves new and renewed standard operating procedures for compliance to institutional and sponsor guidelines.
• Ensures team responsibilities and operational guidelines reflect best practices in research administration.
• With others, helps identify areas that may create extraordinary risk or institutional liability and problem solve and develop possible solutions with the relevant Director.
• Determines when to refer issues to the Director, and when to act independently.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs.