Research Administrative Coordinator

4 days ago

Kingston, Ontario, Canada Queen's University Full time

About Queen's University

Queen's University is a leading research-intensive institution that offers a unique student learning experience. Our employment opportunities are diverse and exciting, with a focus on globally recognized research, faculty administration, engineering and construction, athletics and recreation, power generation, and corporate shared services.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity-seeking groups, including women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, and persons who identify in the LGBTQ+ community.

Job Summary

The Research Administrative Coordinator will work under the supervision of the Principal Investigator and collaborate with a multi-disciplinary team of graduate students, Post-Doctoral Fellows, and senior research collaborators. The successful candidate will be responsible for leading the coordination of ongoing organizational and research administrative processes and activities for the research projects under the PI.

Key Responsibilities:

  • Lead project coordination and administration, including developing and maintaining detailed project timelines, task sets, resources, and activities.
  • Maintain communication within the research teams to support progress along the project management timeline.
  • Track and prepare regular reports on research program activities, such as grants, presentations, publications, and trainees.
  • Communicate/liaise with other staff, labs, and external agencies and institutions to stay aware of developments, communicate research results, and foster collaborative research efforts.
  • Act as primary contact and resource person for the unit, escalating complex situations to the PI as needed.
  • Review researcher reports to monitor research project objectives and participation of relevant scholars/faculty.
  • Organize, maintain, and store research files using confidential and secure methods.
  • Coordinate, attend, and provide administrative and logistical support for conferences, meetings, events, agencies, and competitions that will profile and advance internal and external research activities.
  • Schedule and approve, or recommend the approval of, employees' hours of work, overtime, and absences.
  • Participate in screening and interviewing job candidates and provide input into staff selection.
  • Provide orientation and facilitate on-the-job training to employees and students in the research group.

Required Qualifications:

  • University degree in a relevant field combined with several years of relevant research and/or coordination experience.
  • Experience working at a post-secondary education institution is considered an asset.
  • Experience with technical writing and copy editing is an asset.
  • Proficiency in the use of Microsoft Excel, SharePoint, Microsoft Word, Adobe, and a demonstrated ability to adapt to emerging software and information technologies.
  • Demonstrated successful and progressive experience in project coordination or management in a fast-paced research environment.

Special Skills:

  • Interpersonal and communication skills (verbal and written) and the ability to work collaboratively with people from a variety of settings and backgrounds.
  • Commitment to equity, inclusion, and developing intercultural competence.
  • Excellent organizational, planning, and time management skills, adaptability, and flexibility.
  • Resourcefulness, meticulous attention to detail, and proven ability to communicate data in a clear, concise, and accurate manner.
  • Excellent computer skills and experience with computer software programs and portals for research administration.
  • High degree of diplomacy, discretion, tact, maturity, and judgment.

Decision Making:

  • Make suggestions on online project team collaboration and coordination of activities.
  • Decide what to do when encountering an unexpected problem and when it is serious enough to contact the Principal Investigator.
  • Use independent judgment to adapt procedures as the need arises.
  • Determine best way to coordinate research activities and draft reports to meet the needs of the research project.
  • Advise researchers, staff, and students regarding expenditures, best methods for handling expenses, and prepare reports on a regular basis.
  • Determine appropriate response to research inquiries and decide when new information calls for further action such as distribution or verification.
  • Determine chart-field allocations for all research-related transactions and what documentation is required for processing to research accounts.
  • Determine best solution to administrative problems within guidelines and decide on how to best implement changes, if necessary.
  • In consultation with the investigators, determine layout, content, and formatting of social media and other communication content.
  • Assess the suitability of job candidates and recommend the most appropriate person for hire.
  • Determine priorities and make decisions about staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
  • Assess employees' training needs and make recommendations for internal or external training to attain proficiency.
  • Monitor and assess output and the quality of employees' work and recommend need for formal training or development plans to management and identify possible staff performance and/or disciplinary issues.

Employment Equity and Accessibility Statement:

The University invites applications from all qualified individuals. Queen's is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs.

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