Research Program and Project Pia Coordinator

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**At ICES, we recognize what matters most to our employees. Some of the great benefits of working at ICES include**:

- Flexible remote work arrangements anywhere in Ontario
- Competitive Compensation
- Comprehensive Benefits Program
- HOOPP Pension Plan (Defined Pension)
- Employee Assistance Program and Dialogue Well Being Program
- Generous vacation, float, and caregiver days for all employees
- Education Fund and Dedicated Education Days
- Holiday Closure
- Perkopolis Employee Discount Program

**Introduction**:
ICES is seeking a Research Program and Project PIA Coordinator to join their Research and Analysis team in the PCHS and POP Program. The Research Program and Project PIA Coordinator is a member of the Program Leadership Team and serves as the primary contact and liaison for the Research program and the Research Program Manager. The Research Program and Project PIA Coordinator manages central intake functions for the program and program faculty (_both centrally and for satellite sites)_. In addition, the Research Program and Project PIA Coordinator is responsible for the general information management for the Program through the maintenance of project logs and completion of project documentation. The Research Program and Project PIA Coordinator provides operational and research support for the Research Program. This includes managing project, grant review and financial processes for the Research Program and overseeing the documentation needed to support the Research Program’s reporting responsibilities. They will participate in the preparation of annual reports and other documentation of the Research Program’s activities, as required.

**Responsibilities of the position include, but may not be limited to**:

- The Research Program and Project PIA Coordinator provides support to the Program leadership including organizing and coordinating the program meetings and Program Leadership Team meetings;
- Reviewing and conducting Privacy Impact Assessments on ICES Projects;
- Accountable to the Manager Privacy for work and processes related to reviewing and conducting Privacy Impact Assessments on ICES projects;
- As the central intake person for the program, the Research Program Coordinator is responsible for:

- Tracking project information in the information management system and/or other administrative databases, and collating project information and/or reports for program planning and reporting purposes, as required;
- Managing the submission and review process for grants and/or AHRQ proposals;
- Facilitating and contributing to the project initiation process including the completion of project documentation where required;
- Develop and provide reports on grant and project metrics and recommends strategies to improve service levels;
- Together with the Research Program Manager acting as a central resource for information for faculty and staff within the programs as well as for other departments, including the ICES satellite sites, and external stakeholders;
- Manage the intake and onboarding process for ICES faculty and students for the assigned programs;
- Develops and documents efficient and effective processes to facilitate optimal functioning of the research program;
- Works closely with the Research Program Manager and ICES faculty to ensure project documentation and information is appropriately completed and tracked through the research project lifecycle. Responsibilities include:

- Creating and maintaining the Research Program SharePoint sites;
- Preparing meeting agendas and any required background/resource material; producing and distributing minutes and following up on action items;
- Preparing materials and slide presentations for conference/workshops/special projects as required;
- Tracking project expenditures and preparing expense reports;
- Providing backup support for other members of the Research Program Coordinator team when required.
- Coordinates the Research Program change management process; including communications and notifications associated with change management across the ICES network;
- Responsible for ensuring compliance with ICES policies with respect to project initiation and onboarding of faculty and students;
- Responsible for ensuring compliance with ICES policies, and local administrative procedures related to business continuity and emergencies and associated escalations and notifications;
- Coordinates technology, other equipment and service needs and purchases with the appropriate departments as needed such as IT, fin