Research and Administrative Coordinator

Overview

The Research and Administrative Coordinator (RAC) provides administrative, financial, and logistical support to the Associate Dean of Research (AD-R) and oversees daily operations in the Environment Research Office. The role functionally reports to the Associate Dean of Research (ADR), supports research funding development, encourages faculty participation in prestigious awards, and serves as the primary liaison for internal and external contacts. Additionally, the RAC manages administrative tasks for the Faculty of Environment, including office supplies, mail, room bookings, key permits, and health and safety support.

Responsibilities

Research Administration and Communication, including but not limited to:

• Analyzes internal research and award operations, and works with stakeholders (ERO, ENV units, Office of Research, etc.) to recommend and implement any necessary procedural changes to such processes
• Manages the research grant application process, collection, collation, and tracking of research applications, proposals, and Electronic Coversheets (ECs) by various agencies and sponsors
• Serves as the key faculty contact for providing research information and guidance with respect to research grant application guidelines, processes, and procedures. Provides advice about various agencies’ funding opportunities and eligibility requirements as they pertain to application preparation, overhead policy, and other university funding guidelines
• Monitors and disseminates information about new research opportunities and related activities such as calls for proposals, notices, announcements, funding trends, and research successes for the faculty
• Maintains and updates a database of Faculty research applications using ECs and provides summaries of these data at the request of the ADR/Dean
• Facilitates the process for cash and in-kind support requests from Env’s faculty members; liaises between faculty and the ADR
• Prepares memos, in-kind support letters, weekly notices/announcements as well as research communication information, disseminating appropriately to all faculty members and key contacts
• Responsible for maintaining faculty research website, including up to date information on processes, links to relevant research information and internal forms
• Maintains a record of future commitments made to faculty members by the ADR
• Manages the Natural Sciences and Engineering Research Council (NSERC) Undergraduate Student Research Award (USRA) competition through promoting the fund, collecting and tracking applications, communicating with Undergraduate Program Managers for each unit, communicating with the Office of Research regarding NSERC USRA allocations, and ensuring the funding is awarded
• Alerts the ENV Communications team of successful grants and researcher accomplishments for potential development of high-impact media stories
• Takes minutes and supports the organization of ADR-led meetings

Research Support and Analytics, including but not limited to:

• Maintains an appropriate level of research knowledge, job-related expertise, and awareness of industry sponsors requirements
• Acquires and maintains knowledge of the University, Faculty, and Government funding agency resources, policies, procedures, rules, and regulations
• Reviews all grants submissions for completeness and conducts budget reviews on applications as requested by faculty members
• Liaises with Faculty members to support research related requests and grant procedures. Assists faculty members in sourcing and obtaining funding information from both internal and external sources to complete applications
• Interacts directly with managers, senior managers, and other support staff in the Office of Research (OR) regarding funding opportunities, grant application administration, coordination of meetings, and various other processes
• Prepares graphs and charts for the ADR used for internal reporting and annual year-end financial reports
• Assists in the organization of information sessions and workshops
• Provides customized research data tailored to specific requests by the ADR, Dean or as requested by researchers and department/schools Administrative Managers for reporting purposes and to support strategic decision making

Waterloo Awards Committee (WAC) Support, including but not limited to:

• Attend monthly WAC meetings and prepare and present updates regarding the faculty’s successful awards and potential nominees
• Tracks awards, nominees, and nomination processes. This includes managing the nomination pipeline, developing and maintaining records, tracking and analyzing data, and generating reports
• Maintains databases and records relevant to the awards process such as updated CVs for professors for use at the WAC, external disciplinary awards, prestigious international awards and deadlines, and successful nomination packages
• Nominates, encourages nominations, and supports the related processes across academic units within the faculty for awards, honors, and honorific titles
• Ensures that new award winners are properly recognized, in collaboration with the Communications Manager

Administrative and Facilities Support

• First point of contact for the Faculty of Environment via email, phone, and in person, field questions from staff, faculty, students, and visitors to the Office
• Administrative support for the Dean’s Office including coordinating the ordering of supplies for Dean’s Office staff, managing incoming and outgoing mail, and approving room bookings
• Issues key permits and access fobs, working with Key Control to return unused keys and maintain records of key holders
• Provides support to the Faculty Health and Safety Committee and Manager, Facilities & Space Planning with health and safety initiatives
• Other duties as assigned

Qualifications

• Bachelor’s degree or equivalent combination of education and experience
• 5 years’ experience in an administrative position, preferably in a university setting
• Strong knowledge of grant applications requirements and procedures for submitting grant applications
• Evidence of comprehensive data collection, interpretation, and demonstrated analytical skills
• Proven analytical and interpretive skills, with demonstrated ability to respond to a wide variety of funding questions and to solve problems
• Excellent written and oral communication skills, including demonstrated proficiency in letters and memo writing and website procedures documentation
• Demonstrated level of maturity, competence, diplomacy, and professionalism appropriate for interacting articulately and persuasively with the highest internal administrative echelon
• Strong organizational and interpersonal skills coupled with the ability to work independently, handle multiple tasks, meet deadlines, and excel in a dynamic environment
• Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues
• Essential: ability to take initiative, create opportunities, develop effective relationships, and motivate others
• Advanced MS Word
• Advanced Excel
• Proficient PowerPoint
• Database Management
• SharePoint

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources athrhelp@uwaterloo.caor 519-888-4567, ext. 45935.