Project Specialist, Faculty of Science
3 weeks ago
**Position Overview**
**_This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION. _**
The **Department of Mathematics & Statistics** in the **Faculty of Science** is currently seeking a Full-time Limited Term** Project Specialist** for approximately 12 months.
Reporting directly to the PIMS Co-Director, Industry. The Project Specialist role (also known as Project Manager) requires delivering financial, budgetary, human resources, and administrative support across multiple expansive project portfolios.
The Project Specialist plays a crucial role in autonomously overseeing the financial, human resource, sponsor relations, and administrative facets of both PIMS and the Quantum Cloud Lab, with the potential addition of new research project portfolios in the future. This demands initiative, a high level of judgment, accuracy, and discretionary decision-making, especially in handling confidential information and meeting externally imposed deadlines. The role also involves independent support of the financial, human resource, funding agency relations, and administrative aspects of both PIMS and the Quantum Cloud Lab, alongside associated and future research projects. This involves overseeing research funds/awards administration and management at the university, fostering supportive community relationships, collaborating with the PI and research team for day-to-day operations, advising on university policies and recruitment, and coordinating closely with other university services. The role further entails recommending changes to streamline workflows, enhance project goal delivery to internal and external stakeholders, and acting as a liaison between Research Services, Research Accounting, Supply Chain Management, the Departments of Mathematics & Statistics and Physics & Astronomy, the Faculty of Science, and Industry Partners.
**Position Description**
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Provide comprehensive support for multiple project budgets that involve complex budget planning, administration, and meticulous maintenance, ensuring financial compliance with various federal/provincial granting agencies and national/international industry sponsors.
- Review and approve expenditures in accordance with granting agency and University eligibility guidelines and act as a financial delegate on projects.
- Utilize University software programs to run reports.
- Administer project budgets.
- Seek and establish relationships with internal and external agencies.
- Monitor, communicate, and address the impacts of changes in funding agency requirements and guidelines to the Researcher.
- Assist sponsors in the completion of required documentation for granting agencies.
- Act as an expert and provide solutions to challenges that go beyond existing solutions.
- Prepare expense claims for the Director/PI, review expense claims for others, and enter e-procurement requests.
- Create job profiles and facilitate the hiring of Postdoctoral Fellows, Research Associates, Lab Assistants, and casual/student hires.
- Assist in the preparation of grant proposals and reporting documents.
- Correspond with external and internal stakeholders; advising on various legal and administrative procedures.
- Liaise with the research legal department on sponsor contracts and review/update contracts as necessary.
- Communicate clearly with internal stakeholders at all levels of the institution, as well as with all levels of a diverse group of external stakeholders, is critical to the success of this position.
- Responsible for the planning, oversight, financial accounting, workshop preparation, contract analysis, and administration of projects.
- Report summary spending to PIMS Central via Quickbooks and confirms balanced budgets between eFin, Quickbooks, and Coordinator-maintained Excel spreadsheets.
**Qualifications / Requirements**:
- Undergraduate degree and 5+ year's experience, or a combination of education and experience.
- Extensive knowledge of, and experience with, University human resources and associated policies, procedures, programs, and practices.
- Knowledge of labour relations, Human Rights legislation, collective bargaining, collective agreements.
- Experience in PeopleSoft HR transactional processes and proven established relationships with HR Services, People, Processes, and Solutions, and Talent Management.
- Extensive knowledge of accounting principles, budgets, and University finance policies including e-procurement, budgeting, payroll, project maintenance including over expenditures, extensions, and journal transfers.
- Exceptional communication, interpersonal, negotiation, and organizational skills, including the ability to build strong networks with other faculties/departments/units.
- Demonstrated ability to successfully manage and oversee research/operating funds for large-scale projects.
- Proven a
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