Research Administrative Coordinator

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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.

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Job Summary

Reporting to the Principal Investigator (P.I.) of the NSERC CREATE Plastic Affordance through Science and Technology Innovation for Circular Systems (PLASTICS) grant, the Research Administrative Coordinator (Coordinator) will provide routine to complex administrative support in a deadline-driven environment in support of the NSERC CREATE research training program. The Coordinator is responsible for tracking trainee training, assisting with program and committee/task force coordination, preparing correspondence and disseminating general communications within the group, the University and externally. In addition, the Coordinator is also responsible for maintaining and updating the website, assisting with the coordination and organization of trainees, events and visitors, and organizing and disseminating data and information to assist with the overall functioning of the group. The Coordinator will also perform various financial and accounting duties, including the preparation and organization of tracking reports both internally and to NSERC.

The schedule for this position requires the incumbent to work non-traditional hours of work including some evenings and weekends.

Job Description

KEY RESPONSIBILITIES:

Program Administration:
• Serve as the first point of contact for students, post-doctoral fellows, program principal investigator and co-applicants, collaborators and external partner organizations.
• Perform program administration including the set up and maintenance of project and student tracking databases; distributing program requirements to students and co-investigators; collecting and reviewing application submissions, ensuring eligibility and identifying areas requiring clarification; onboarding new trainees at Queen’s and at partner institutions; distributing award correspondence; participate in the planning and organizing of annual symposia and other program events.
• Maintain the program schedule and coordinate timely submission of all required information.
• Collect information regarding the participation of trainees (both funded and non-funded), collaborators and external partners in CREATE program activities.
• Assist with maintaining and updating the CREATE Program website and social media accounts, support the preparation of manuscripts and strategic communications, which may include graphic design support and collecting data from public sources.
• Assist with the coordination of the training program’s mentorship program, internship and research exchanges, and site visits.
• Assist with the coordination of internship positions through correspondences with external partners and training program graduate students, announcements and tracking of internships positions.
• Coordinate and schedule meetings, draft and distribute agendas, organize room reservations, audio-visual equipment, ordering of food services, taking meeting notes, preparing minutes, and support materials related to communications for the program.

Research Administration:
• Collect information from students and post-doctoral researchers, through extraction from funding applications and reports, and compile into a format suitable for reporting to NSERC.
• Assist with the review process of reports to NSERC by distributing draft reports, collecting comments from the Program Director and the Program Committee members.
• Collect information and maintain accurate accounts of group members research projects and publications arising from project work; collection of data related to scholarships and fellowships awarded through the CREATE program. This includes receiving incoming applications and submitting applications to the relevant committee, along with receiving annual reports from scholarship holders.
• Aid in the administration of special projects in support of the CREATE program, which may include researching and gathering data, organizing information into a useable form, ensuring ease of access to resources or services, and providing general administrative support and liaison functions.

Financial Administration:
• Perform financial reconciliation, tracking funded project progress and assisting in preparation of reports, prepare financial journal entries, ensuring adherence to the University’s financial policies and procedures. Assist with the reconciliation of accounts and the coordination of funds to co-applicant universities.
• Review expenses and reimbursement submissions from the training program’s students, staff and faculty, making sure claimed expenses follow program rules and program budgets.
•Assist with the preparation and processing of travel arrangements and reimbursements for supervisor, co-investigators, students, and visiting researchers or guest lecturers as required. Liaise with the department to provide assistance with visa applications and other documentation for research group members and visitors as required.
• Undertake other duties and special projects as assigned in support of the department.

REQUIRED QUALIFICATIONS:
• Two-year post-secondary diploma with relevant research and/or coordination experience. Undergraduate degree will be considered an asset.
• Knowledge of university structure and computing/financial/administrative systems preferred.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Willingness to promote equity, diversity, and inclusion in the workplace.
• Excellent interpersonal and communications skills to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
• Proficient computer and office skills, including a strong knowledge of Macintosh computer systems, word processing programs and Excel. Experience creating and using spreadsheets and database applications, as well as an ability to learn new software. Ability to update website and navigate the internet.
• Excellent writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.
• Ability to adhere to strict confidentiality and handle matters with tact and discretion.
• Knowledge of bookkeeping/accounting practices and ability to synthesize and organize financial information.
• Strong organizational and time-management skills. Ability to establish priorities to work efficiently and effectively on own initiative under pressure of deadlines in an environment with frequent interruptions and multiple demands.
• Problem-solving skills, analytical skills and good judgement in order to make the most of information at hand.
• A team-oriented approach, a service-oriented perspective and professionalism.
• Experience with use of various software for maintaining information, graphic design, and website management.
• Sensitivity to cultural differences.
• Demonstrates flexibility and supports team’s efforts and approach to the delivery of programing.
• Ability to work in a detail-oriented manner.

DECISION MAKING:
• Prioritize time and decide what the most important task is among several with competing deadlines.
• Resolves account and administrative problems, referring only unusual problems to PIs or senior staff when required.
• Respond to numerous inquiries and makes decisions about where to refer callers/visitors to ensure the inquiry is handled promptly. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
• Determine content and format of draft correspondence and minutes, ensuring it meets the standards of the program and department.
• Determine meeting logistics and decide how to rearrange schedules based on competing demands and availability.
• Make recommendations regarding office administration procedures; suggest and help implement changes.
• Make decisions to support committee function.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.