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Administrator, Research Partnerships

3 months ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview:
The Administrator, Research Partnerships, is responsible to the Sr. Manager for government contract and grant administrative functions (legal, administrative and contractual) in all Faculties.

Responsibilities:

Research Administration

  • Provides general administrative support to the Research Partnerships team, including responding to requests from sponsors/partners for award agreements, disbursement and/or receipt of funds to/from partner institutions and correspondence regarding proposal and agreements
  • Maintains complete and accurate files for each proposal and assigned award, including all documentation received from the sponsor, and archives all closed or noninitiated projects for future reference
  • Processes all proposals/projects through research administration workflow using the OR InfoEd system
Plays a key role in the tracking, monitoring, and reporting of all matters associated with research projects and proposals

  • Responsible for understanding university guidelines and policies pertaining to research, and for proactively establishing appropriate and effective internal submission procedures that adhere to those guidelines and policies
  • Monitors projects to ensure that they conform to uWaterloo policies and procedures such as those pertaining to overhead, intellectual property, reporting deadlines, and payment dates
  • Assists in the preparation and submission of amendments to contracts and grants including requests for date extensions and budgetary reallocations; such requests may be initiated by the incumbent, sponsor or by the faculty member
  • Prepares, for signature, standard University contract and grant agreements ensuring that all relevant details and documents are included; follows up with sponsors as required to ensure documentation is signed and received with appropriate distribution to the sponsor and the researcher in a timely manner, and resolves any problems through process
  • Prepares nonroutine reports required by stakeholders from various data sources including the InfoEd database system
Customer Service/Correspondence/Communications

  • Acts as an advisor/consultant in the interpretation of policies and procedures throughout the lifetime of assigned projects from initiation to file closure, as well as a resource person to internal clients (e.g. faculty researchers, executive assistants and administrative assistants) to ensure that the research administrative role is carried out promptly, accurately and effectively
  • Manages correspondence to external sponsors to ensure effective performance monitoring of research projects
  • Assists the Manager in the monitoring of and timely dissemination of announcements and calls for proposals for funding opportunities, maintaining university distribution lists, obtaining additional information as required, preparing clear and informative announcements in a timely manner, instituting followup measures, and contacting individual researchers when appropriate
  • Responsible for managing correspondence with external sponsors to ensure effective performance monitoring of government research projects
  • Acts as a point of contact for general inquiries regarding government research at UW
Streamlining Workflow and Business Practices

  • Collaborates with the Manager and Director with respect to the effective implementation of any procedures related to government research proposals, grants, funding, partnerships, and contracts
  • Fully crosstrained on all partnerships/research and general agreements workflow and processes
  • Responsible for data entry and the maintenance of information and records within data management systems, including tracking progress, providing reports, and monitoring and reviewing to ensure the accuracy of the input
Facilitation of Related Activities

  • Responsible for preparing and circulating announcements, assisting with preparing presentation materials and assist with meeting logistics including booking of rooms and arranging for food as required
  • Presentations to faculty and administrative staff, as required
  • Other general and specific duties as may from time to time be determined, including the completion of related projects as assigned, and the design and generation of any specific reports requested

Qualifications:

  • Bachelor's Degree or equivalent combination of education and experience
  • Two+ years of experience in a project management and/or administrative role, preferably in an academic or research environment
  • Outstanding interpersonal skills, with a proven high level of aptitude for and success in providing exceptional customer service
  • Excellent communication (oral and written), ensuring effective interaction with a wide range of individuals both within the University and from external agencies
  • Demonstrate personal initiative and flexibility and possess strong problemsolving and disputeresolution skills to ensure effective management of the Research Partnerships government portfolio
  • Strong