Research Program Administrator

Competition 2402

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the School of Public Health

This position is within the School of Public Health: Climate Change and Global Health Research Group (CCGH) led by Dr. Sherilee Harper. The Research Program Administrator will work within a team of faculty and students as it relates to environmental science, climatology, public health, medicine, psychology, and social sciences.

Position Summary

Under the supervision of Dr. Harper, the Research Program Administrator will provide day-to-day financial and administrative support to the Climate Change and Global Health (CCGH) Research Group. Specific financial administrative tasks include multiple tasks associated predominantly with post award, day-to-day administration of the research funding. This work involves the continual monitoring of a high volume of complex research projects for levels of expenditures and comparing these against budgets at the individual project level, overall accuracy and completeness of transaction entries to ensure that UAlberta and sponsor (e.g. CIHR, NFRF) requirements are met. The incumbent is responsible for using professional judgement to identify problems early and requires the ability to investigate discrepancies and perform analyses as required. Specific administrative responsibilities include administrative assistance to team members, scheduling, maintenance of the program website, helping the CCGH researchers meet their non-financial reporting requirements, submitting required information into the program’s project management database, providing support for major events and other general program-related administrative support required by CCGH researchers. Duties will vary depending on time of year and specific initiatives being carried out by the lead institution the UAlberta team of researchers. This position will also have a close working relationship with other administrative staff (i.e. department/faculty administrators, various partners) at UAlberta.

Duties 

Duties and time spent on each will vary depending on time of year and specific initiatives carried out by the bridging divide research and admin support teams.

Program Financial Management Support (60%)

Advises, manages relationships and resolves issues:

• Provides a confidential sounding board for financial issues to leadership.
• Consistently monitors key financial data. Alerts area leadership of potential issues.
• Identifies and resolves issues which may span multiple accounts.
• Provides requested Finance data and analytics used for key decision making by area leadership.
• Maintains productive relationships with colleagues in the RSO and the faculty
• Supply management and ordering (inventorying supplies, identifying needs, preparing orders, distributing orders).
• Assist with notices of award, amendment letters, getting proper signatures, scanning, and filing.
• Monitoring expenses, purchasing supplies, entering/reviewing commitments, monitoring expenditures, processing invoices, generating reports etc.
• Proactively tracks and/or helps gather performance metric related data required for reporting purposes.

Financial Reporting and Analysis:

• Develops reports for ad hoc and ongoing reporting requirements, which enable expenditure to be monitored and controlled.
• Completes report preparation and analysis requiring the consolidation of financial data.
• Maintains and develops financial datasets which are complete and accurate.
• Reports monthly on financial status with explanations for variances.
• Maintains the schedule of financial reporting and coordinates with researchers to submit reporting on schedule.
• Provides cost estimates for new activities or changes to programs or services.
• Provides financial analysis, support and guidance in the preparation of area business cases for new programs or services.
• Supports the preparation and submission of any program related travel and expense claims and PCard claims in accordance with applicable rules and procedure and tracks these expenses from a budget perspective.
• Where delegated, reviews and approves SupplyNet purchases ensuring these are eligible and being done in accordance with UAlberta and sponsor terms and conditions.
• Monitors project spending proactively, on behalf of the UAlberta research team to minimize over expenditures and other budget related issues. Investigates discrepancies identified and over expenditures on individual projects or in any given category as per budget.
• Identifies issues and works with the Staff Service Centre or faculty administrators, as required, to rectify.
• Works with researchers and departmental staff on reviews of financial statements and assists in preparation of financial statements and variance reports for lead institution and sponsors.
• Prepares and submits account reconciliations and consolidations. Working with Research Administrative Services, prepares consolidated financial statements as per lead institution and sponsor requirements and as required by the UAlberta research team.
• Coordinates financial management of co-applicants from outside institutions to ensure alignment with UA policy and grant policy.
• Investigates and resolves financial discrepancies in accounting records related to areas such as budget, revenue, expenditures and project financial statements
• Working with Research Administrative Services, manages fiscal year end processes, including accruals according to UAlberta and sponsor guidelines.
• Prepares and submits GLJV’s, GLJE’s and SBA’s.
• Evaluates ongoing financial performance.
• Performs other duties as assigned by the UAlberta research team.

Budget Planning and Forecasting:

• Coordinates the budget planning and allocation process.
• Provides necessary financial information to leadership to support decision making.
• Prepares budget information for all projects.
• Supports the preparation of budgeting assumptions, targets, contingency plans and risk mitigation.
• Reviews third party agreements to assess financial and budgetary impacts.
• Develops and maintains expertise on principles of research funding administration, sponsor (CIHR, NFRF, Government of Canada contracts, and others) guidelines and UAlberta policies and procedures.
• Monitors research account balances for all program-related projects to ensure compliance with UAlberta and sponsor terms and conditions. Provides regular updates to Dr. Harper.
• Maintains program related financial databases and other monitoring systems.
• Works with Research Administrative Services and others to ensure relevant administrative staff and researchers are appropriately educated on, and familiar with, University and sponsors policies and procedures as they apply to the program management.

Administrative Support (40%)

Administrative support services for Dr. Harper, including:

• Scheduling, including managing Dr. Harper’s calendar, scheduling meetings, and coordinating travel arrangements
• Researching and preparing materials for meetings
• Preparing a variety of materials, presentations, correspondence and information
• Coordinating and arranging meetings, teleconferences and conferences
• Coordinating signatures and approvals
• Managing deadlines and to-do lists
• Arranging travel and hospitality for research meetings, conferences, and research
• Distributing information to researchers, students, staff, and stakeholders
• Compiling information for tracking and reporting purposes
• Inputting data in a variety of administrative, financial and program databases, records and systems
• Maintaining research program website
• Data gathering and analyses in support of program and individual project-related performance metrics (part of annual reporting process).
• Assisting with program reporting activities.
• Assisting with the creation and update of walkthrough documents, templates and forms.
• Program related email/communication support.
• Meeting assistance, agenda distribution, taking and distributing meeting notes, fill-in support for employees on vacation.
• Workshop and event logistical support (setup and take down, registration, greet incoming guests, arranging catering, staffing).
• Basic errands on the UAlberta campus.
• Performs other duties as assigned.

Qualifications

• Post-secondary degree or diploma; an undergraduate or graduate degree in public health, project management, business, or accounting related field is an asset.
• Minimum of 3 years of research administrative experience including experience in finance and human resource processes.
• Ability to assist with interpretation of financial information for analysis and forecasting purposes.
• Strong communication (oral and written), interpersonal, and organizational skills.
• High level of accuracy and attention to detail required.
• Commitment to providing timely and efficient service.
• Ability to make timely decisions and act on individual initiative.
• Ability to generate timely, accurate and professional looking reports.
• Proficiency in Microsoft Office and Google Suites.
• Knowledge of PeopleSoft software is desirable.
• Ability to provide administrative presentations.
• Superior time management skills.
• Demonstrated competencies in the areas of professionalism, results orientation, organizational understanding, teamwork, flexibility and adaptability.
• Knowledge of the research policies, procedures and guidelines for the major sponsors and UAlberta an asset.