Project Coordinator

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year**

The Waterloo Climate Institute brings together scientists and students to elevate and enhance the impact and excellence of innovative interdisciplinary research and education that empowers business, government and civil society to respond effectively to the climate crisis. University of Waterloo’s unique combination of strengths and depth of expertise allows us to deal head-on with the complexity and interconnectedness of social, political and technological dimensions of the climate crisis. Our three core areas of research and innovation include: deep decarbonization and sustainability transitions; climate science, modelling and observation; and climate risks, resilience and adaptation. Research and training in these areas is developed through lenses of equity, justice, governance, and innovation to create truly impactful solutions for this existential global challenge.

The Project Coordinator provides coordination and administrative support for Climate Institute projects and activities, as well as for select large-scale climate change projects led by institute members. The position is a member of the institute’s core team, and will contribute to the implementation of research, training, knowledge mobilization, communications, events, and data management activities. The incumbent will have excellent project management skills and experience, with the ability to support multiple projects at a time.

**This position is contingent on funding.**

**Responsibilities**:
Project Coordination
- Work proactively and with mínimal supervision to assist the Climate Institute team and member organizations with the implementation of projects and activities, including planning, logistics, and project tracking
- Provide high-quality project administration support to select institute researchers leading large-scale research projects (including several funded by Environment and Climate Change Canada), including coordinating meetings, supporting the development of reports, data management, and supporting project financial and HR management
- Monitor project progress toward established objectives and on time delivery of research deliverables, and provide updates on project status and communicate issues to the Managing Director, funding organizations, and individual project leads
- Manage documentation and reporting requirements, including the collection of data/metadata and compilation of statistics on project progress in response to requests from the leads, departments, the University and funding organizations
- Contribute to institute and project communications, including writing and editing information, and providing updates to the Communications Officer on key results, activities and outcomes
- Manage logistics and scheduling for conferences, meetings, calls, including space bookings, catering, accommodations
- Make travel arrangements for staff/students in adherence with the travel policy of the University.
- Coordinate the purchase of project equipment and supplies, including computers, printers, etc.
- Coordinate the development of correspondence, documentation, and presentation materials as needed
- Prepare meeting minutes and coordinate dissemination and retention of documents for participants

Analysis and Research
- Gather and analyze background information to support research development, partnership development, and other strategic priorities, and develop comprehensive summaries for institute leadership and project leads
- Support the Climate Institute’s strategic planning by developing reports and analysis of existing research strengths of the faculty members and the broader UW climate change research community
- Maintain a strong knowledge base of current international, national, and provincial funding opportunities and grant programs suitable for the institute and its members

Financial and HR Administration
- Assist project leads with understanding various financial reports, financial policies and procedures, financial terminology, and standard accounting practices;
- Maintain an understanding of funding rules and policies (internal and project funder) in order to advise project leads on budget and cost-recovery requirements;
- Process all financial transactions including purchase requisitions and payment of vendor invoices;
- Reconcile general ledger accounts including accounts receivable, advances, etc. as assigned;
- Analyze details of budget, actual expenditures, encumbrances, and prepare reports as required;
- Assist staff, project leads and project members (faculty and students) with the preparation of Expense Claims for project travel and out-of-pocket expenses;
- Support research project leads in hiring and onboarding research staff and students, including submitting and managing requisitions in iCIMS and Workday
- Support research project leads in tracking contract end dates for project staff and prepare revised salary allocation forms as required

Qualifications:

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