Project Coordinator - Consortium For Distributed And Passive Sensing

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of December 31, 2023.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position

The incumbent will work as the Project Coordinator of the Consortium for Distributed and Passive Sensing, led by Professor Mirko van der Baan. The successful applicant will undertake a range of administrative duties that are part of a collaborative and industry-sponsored research program in applied geophysics. The successful candidate will interact with a diverse group of researchers (including students, postdoctoral research fellows, principal investigators, collaborators) as well as industry representatives.

Duties

Communications

• Prepares briefing materials for meetings and committees.
• Disseminates routine communications to project students, postdocs and/or sponsor such as memos, notices, emails, and letters.
• Updates and makes routine changes to web pages. Uploads new content as directed.
• Drafts and/or generates routine communications based on straightforward information for supervisor review.
• Manages correspondence for the project. Ensures queries are properly directed and followed through.

Document/Materials Development

• Prepare packages and resources as requested for distribution to stakeholders and the public.
• Assists project leadership with manuscript and technical typing related to research activities, including equations, graphs, charts and color slide productions.
• Produces technical, graphic and/or slide presentations requested by the project leadership for teaching or research purposes.
• Using a variety of methods and media, prepares, produces, and distributes special or one-off promotional brochures.
• Proofreads and reformats documents.
• Performs word processing and data entry for the project leadership. Prepares and types letters, emails and other area/program related correspondence.
• Prepares letters, emails, and other documents for the project.

Project Operations

• Organizes meetings on behalf of the project.
• Coordinates the collection of risk waivers from project staff and students if required.
• Ensures compliance with funding agency process and reporting requirements;
• Maintains area records. Establishes, maintains or updates files.
• Provides administrative support for project meetings. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
• Serves as recording secretary to project meetings.
• Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the project. Designs and develops customized reports for specific needs.
• Sends out surveys or information requests. Compiles submissions for review.
• Assists in logistics for fieldwork and use of geophysical equipment and computer hardware
• Coordinates travel arrangements for project staff and students as appropriate.
• Assists in developing, coordinating input, completing and delivering progress reports required by the sponsors for ongoing projects;
• May manage project specific processes or events (e.g., award submission, annual sponsor meeting, research workshop, social event, etc.)
• Maintains inventory of office equipment and supplies
• Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.

Process Coordination/ Initiation

• Identifies, troubleshoots, and resolves transactional issues. Corrects errors. Escalates broader, more complex issues.
• Initiates travel and expense claims for leadership when required.
• Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.
• Initiates transactions in conjunction with associated finance and/or HR resources to make adjustments.
• Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
• Requests Credit Cards for new staff through the Staff Service Centre as required. Performs credit card verifications and reconciliations
• Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.

Minimum Qualifications

• Excellent oral and written English skills.
• Ability to work in a team environment and willingness to assist in transferring skills to other members of the research team.
• The applicant must have, or be able to obtain, a valid passport.
• Diploma (administrative diploma program) or degree in Business, Finance, Accounting, Engineering, Science or related disciplines;
• Applicant must be willing and able to travel internationally, and not be barred from entering the United States or other countries.
• Must hold a valid work permit.