Research Administrator

Competition 2759

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

This position has a term length of 12 months plus 1 day, with the possibility of extension to an additional 6 months, and offers a comprehensive benefits package.

Location - This role is in-person at North Campus Edmonton.

Working at the University of Alberta

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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.

Position Summary

The incumbent will provide high-level support to several faculty members in the Department of Radiology & Diagnostic Imaging who hold Research Chairs and funding external to the department.  Under the direction of the Academic Department Manager, the incumbent is responsible for ensuring the smooth and efficient day-to-day operation of all research and data collection activities including supporting the principal investigator.  The incumbent will also be responsible for all event planning, visiting speakers/recruitments planning and department website development.

Duties 

Administrative Support to Research Chairs and Academic Staff (25%)

• Provides diversified administrative support to seven full time Academic Radiologists.
• Types and formats documentation related to the development of clinical and research protocols, clinical practice guidelines, and standard operating procedures.
• Preparation of research or educational materials for poster or podium presentations.
• Ensures necessary paperwork and forms are completed, signed, and returned to granting agencies by stated deadlines, including the required annual reports to funding agencies.
• Coordinates travel; including flights, hotels, and conference registration.

Financial Management of Research Grants (40%)

• Performs monthly account reconciliation and prepares monthly financial reports on research grants, investigating discrepancies between account transactions and account balances.
• Processes travel and professional expense claims as required, ensuring compliance is being met.
• Reviews financial transactions, commitments, and available funding to ensure each research project is on target with the project budget.
• Tracks invoices and provides summary explanation on all significant budget expenditures.

Procurement and Expenses (5%)

• Purchasing research supplies, equipment, and services via SupplyNet, PCard, and Information Services & Technology, using preferred procurement methods of purchase in accordance with expense thresholds.
• Reconciling credit card transactions monthly to ensure procurement policies are being met and all supporting documentation is provided for department records.
• Record keeping and inventory of all asset tags and assignments.
• Contacting multiple suppliers for quote comparison or updated quote for lab equipment.

Research Grants and Ethics (10%)

• Prepares research ethics board applications, case report forms, and ethics renewals. Maintaining ethics-related paperwork and documentation records.
• Develops and maintains records of research activities for investigators and sponsors. Monitors and reports on study progress, ensuring that application documentation is entered and managed appropriately in the RSO Grant Management System (e.g., Sponsor deadlines, guidelines & procedures, conditions & obligations of acceptance of funding, and application documents).
• Ensures compliance with institutional policies, standard operations procedures, and guidelines.
• Assists PIs with grant preparation and submission: Reviews grant applications/proposals for accuracy, completeness, appropriateness and reviews eligibility of budgets, compliance with sponsor and university guidelines; submits applications on behalf of the institution, in sponsors’ portal as required.

Communication/Event Planning (20%)

• Coordinates annual Department: Research Day, Quality Improvement Day, Awards Dinner, and Christmas Party, along with manages Guest Speaker Lecture Series.
• Manages Department monthly newsletter creation which includes: formation of newsletter design/template, writing, editing, and coordinating with Chair and Academic Department Manager.
• Manages RDI Webpages.
• Conducts a monthly publication pull, reporting to the Chair the number of publications released by our department, and maintains a comprehensive record for each academic year.

Qualifications

• Minimum post-secondary degree or diploma in a related discipline; equivalent combinations of education and experience will be considered.
• Demonstrated competence and aptitude for working with technology.
• Demonstrated knowledge of University regulations, especially in the areas of research grant governance, procurement practices, UAPPOL policies, and contract for services.
• Demonstrated ability to differentiate between solving a symptom vs. identifying the root issue.
• Demonstrated ability to address current problems, while projecting and preventing potential future issues.
• Strong organizational and time management skills; an ability to complete tasks and deliver expected outcomes under tight deadlines. 
• Demonstrated ability to communicate effectively, collaborate with business users/stakeholders and work harmoniously with others.