Research Facilitation Support Administrator

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

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.

Working for the Department/Faculty

As one of the top 5 research universities in Canada, the University of Alberta's research and innovation spans many fields and disciplines. Our researchers’ expertise and strength attract over $550 million annually from various research funders and partners including federal and provincial governments, industry, foundations, and other organizations.

Position

The Research Facilitation Support Administrator role is responsible for independently reviewing, approving and processing a high volume of complex and specialized peer reviewed research funding applications. Critical to the performance of the job functions are the ability to review and interpret policies, procedures and sponsor terms and conditions and to apply these policies and procedures in the processing of research applications. Key aspects of the job include the ability to analyze and problem solve individually and as part of the team.

Reporting directly to the Research Facilitator responsible for the Application Review, the Research Facilitation Support Administrator will work independently to analyze, interpret and process the applications assigned while brain-storming, consulting and interacting with co-workers, supervisor, the Associate Director, the Research Partners, the Research Administrative Specialists and others as required, to completion of the grants sign off and approval. The Research Facilitation Support Administrator will work collegially with all members of Research Services Office/ Research Administrative Services (RSO/RAS) to ensure that collectively all applications are processed in a timely and effective manner while providing high-quality service to their clients.

Duties

Applications Processing

• Develops and maintains expertise on sponsors guidelines and develops checklists and other job tool aids to review, approve and sign off grant applications.
• Manages and triages the PeopleSoft inbound email box of all the University Requests for proposals/application for LOI, Applications, Proposals, Contracts and Agreements.
• Keep abreast of all the specificities of sponsor programs (contributions, certifications, compliance (such as FCOI/Federal Research Security), matching funding, partner organization
• Provides institutional approval and sign-off on grant applications/proposals up to and including $2,000,000 total project cost
• Reviews grant applications/proposals for accuracy, completeness, appropriateness and eligibility of budgets, compliance with sponsor and University guidelines
• Provides guidance to PIs and faculty/department administrators on sponsor terms and conditions and University policies and procedures
• Reviews proposed budgets for completeness and accuracy, advising applicants on errors, discrepancies and sponsor policies; ensures budgets are identified for collaborators and co-applicants (when applicable)
• Submits applications, on behalf of the institution, in sponsors’ portals as required
• Ensure eligibility of all the participants (PIs, co-PIs, partner organizations, industry partners, international partners and institutions, etc.)

Information Management

• Responds to enquiries related to application reviews and sponsors requirements
• Liaises with the Research Partners Team and Research Administrative Specialists, as well as with the researchers and faculty administrators.
• Develops and maintains a high level of expertise on the principles of research funding administration as well as University and sponsor policies and procedures
• Liaises with sponsors regarding terms and conditions
• Ensures that application documentation is entered and managed appropriately in the RSO Grants Management System (e.g., sponsor deadlines, guidelines and procedures, conditions and obligations of acceptance of funding, application documents)

Process Improvement and Management

• Participates in the development, implementation, and education of processes and procedures related to application review
• Enters information into and/or updates existing records in the RSO Grants Management System at the application/proposal and submission stages.
• Maintains statistics on applications received, reviewed and approved, as well as other statistics as requested by other university units

Minimum Qualifications

• Strong proficiency in Windows using Microsoft Office (Word and Excel), Google Apps, Internet, PeopleSoft applications (Researcher Home Page), and databases; others as required
• Strong analytical, communication (written and verbal) and organizational skills
• Demonstrated competencies in the areas of: professionalism, results orientation, organizational understanding, teamwork, flexibility/adaptability
• A thorough understanding of the principles of service excellence and a demonstrated ability to deliver superior customer service to clients
• Undergraduate degree in a related field. A graduate degree is considered an asset
• Excellent time management skills
• Minimum of three years of progressively responsible research administration experience, preferably in a postsecondary environment
• Excellent interpersonal skills
• High level of accuracy and keen attention to detail
• In-depth knowledge with University of Alberta policies and procedures
• Demonstrate excellent judgment and discretion
• Ability to work independently and in a team environment
• Skilled in multi-tasking and prioritizing multiple demands