Project Administrator, Mechanical

Description

Mechanical & Manufacturing Engineering in the Schulich School of Engineering is currently seeking a Full-time Temporary Project Administrator for approximately 4 months.

Reporting to the Manager, Department Operations, the Project Administrator is responsible for providing accurate information and guidance to faculty with respect to the procedures, policies and regulations of Research Services, Supply Chain Management, Finance, and Human Resources. The position is complex with a variety of responsibilities. The incumbent must have the ability to organize and multi-task large volumes of work with conflicting deadlines, shifting priorities, and handles confidential information.

The hours of work are 35 hours per week, Monday to Friday, with normal business hours being from 8:30 a.m. to 4:30 p.m. This position is primarily on campus (minimum 4 days per week) and may be expected to attend events or provide service outside normal working hours.

Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement. In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Summary of Key Responsibilities (job functions include but are not limited to):

Research Support

• Provide advice to faculty members, staff, and graduate students regarding established University policies and regulations related to research projects.
• Advise faculty members on established granting agency rules and regulations, i.e. guidelines regarding acceptable and non-acceptable expenditures of various grants and helping to ensure all expenses are eligible and has supporting documentation.
• Coordinate with appropriate university partners to facilitate the establishment and compliance of new research accounts and projects. Monitor these research accounts to ensure correct revenue has been received, and follow up with research accounting as required.
• Assist faculty members with managing their research accounts by tracking project balances and end dates, and advising them on areas requiring immediate action such as over-expenditures and expiring projects.
• Involved in year-end review of project accounts, including preparing journal voucher requests to clear over-expenditures and zero out expired accounts.
• Oversees the detailed review of research and endowment accounts for the department to ensure that expenditures do not exceed the funding available; prepare journal voucher requests as required.
• Responsible for the calculation and preparation of overhead distribution.
• Responsible for preparation and submission of travel claims and non-employee expense reimbursement, PER claims, one-time lump sum payments, and PI fees.
• Facilitate the set-up of external vendors and general associates in compliance with university policies.
• Submission of template-based hires and job change requests (sessional instructors, post-doctoral fellows, research assistants/associates, studentships).

Department Support

• Supports the Manager, Department Operations and Department Head regarding department account transactions including preparing journal voucher requests, A/R billing requests, submitting expense reports, honoraria and non-employee expense reports.
• Responsible for ordering and purchasing of equipment, materials, and supplies for the department and faculty members.
• Manages and facilitates the department speaker series in coordination with designated faculty members.
• Responsible for the retention of financial records, and tracking research project information.
• Responsible for the administration of faculty recruitment and appointments.
• Serves as department onboarding coordinator.
• Maintains accurate data on space categories, space users and space allocation including managing the department space database; coordinates electronic access to areas and
• keys.Performs monthly key deposit reconciliations.
• Other department-related duties as assigned.

Qualifications / Requirements:

• A post-secondary business administration/accounting degree or diploma
• A minimum of 3 years of experience, preferably in a university environment. A combination of education and directly related experience may be considered
• Intermediate proficiency with Microsoft Office 365 is required
• Experience with financial reporting systems
• Experience in PeopleSoft including e-procurement, travel & e