Description
The Administrative Service Team in the Office of VP Research invites applications for a Operations Coordinator. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.
Research Services works within the University of Calgary research community to advance the research enterprise and aims to increase sponsored research revenue, reduce financial, reputational and market risk and manage compliance for the university. It serves faculty member researchers, faculties, university leadership, and funders by providing timely, effective service and counsel to faculty members engaged in research-related activities at the University of Calgary. Research Services is comprised of over 80 staff that include 4 directors and high performance teams that generate over $500 million in annual sponsored research with an aim to advance the University of Calgary¿s Ahead of Tomorrow strategic plan to reach $750 million by 2030.
The Administrative Services division is core team within Research Services and responsible for operational, financial, human resources, facilities, information management, project support, post-award administration, the day-to-day activities and for delivering exceptional client service and support within Research Services.
The Operations Coordinator, reports to the Manager, Administrative Services. This position serves to facilitate research administration that generates research funding and awards that strategically aligns and advances the University of Calgary¿s strategic plan to increase sponsored research. The incumbent works with minimum supervision within a service-oriented hybrid environment providing specialized work, providing expert advice and liaising with a wide range of with University services units. Competing priorities can be at times a stressful environment. The work involves problem solving complex issues, using professional judgement and recommending changes to operational practices. Detail and accuracy are crucial as errors have a high impact.
This role works on a regular Monday to Friday 35 hours per week work schedule. Overtime may be required infrequently during peak periods of program or other deadlines and is a member of the Alberta Union of Provincial Employees (AUPE).
Summary of Key Responsibilities (job functions include but are not limited to):
• Prepares regular reports and analytics.
• Tracks and compiles information to build metrics and reports.
• Requests information to perform various internal audits (e.g. access to information) as required and compliant.
• Develops and maintains tracking documents and spreadsheets for complex program funds. Prepares monthly financial reconciliation and reports.
• Processes at high priority and often time sensitive financial transactions such as purchase requisitions, invoice payments, internal department billings, journal transfers, recoveries, generating accounts receivable invoices in the PeopleSoft system that are often high value.
• Drafts, updates and maintains handbooks, guidebooks, instructional materials.
• Problem solves a variety of complex issues that requires investigating, recommending solutions, soliciting approvals and constant follow up.
• Supports human resources administrative activities such as on/off boarding and coordinates new staff orientation sessions.
• Coordinates events such as open houses and information sessions.
• Supports the OH&S requirements and associated tasks.
• Contributes to the continuous improvement of existing and the development of new processes.
• Monitors and triages general email accounts, acting as a resource, providing expert advice, responding to and triaging a wide variety of inquiries and requests from various internal and external stakeholders that includes faculty, researchers, committees, granting agencies and companies.
• Delivers a high level of client services by demonstrating strong communication, facilitation skills and providing timely accurate responses.
• Develops, compiles and maintain accurate and up-to-date detailed lists, databases, reports, spreadsheets and metrics for programs and initiatives that are shared and accessible by units.
• Files and maintain high volumes of documents that includes research administration, financial information, working spreadsheets and reports on internal shared drives and OneDrive and performs work in compliance with applicable university retention, shredding rules and policies.
• Maintains website updates by regularly reviewing website content to ensure information is relevant, accurate and up to date.
• Prepares or supports special projects and reports and regular updates.
• Prepares and maintains training and instructional documents.
• Fosters and maintains cooperative and trusting relationships with stakeholders in order to provide reliable, seamless and efficient support.
• Actively contributes to finding working efficiencies and the recommend
Location: Calgary, AB, Canada
Posted: Sept. 9, 2024, 9:26 a.m.
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