Description
We are currently looking for a Research Administrative Coordinator for the University of Windsor. This position would start immediately and will go until approx. December 20th 2024.
Key Job Functions
1. Post Award Research Administration
- Upon notification of successful grant award, process necessary paperwork to request a new grant account be opened in Research Finance;
- Assist the Research Coordinators to ensure communication of grant success to the faculty member;
- Monitor the mailbox to ensure timely release of funds notifications from the Research Ethics Board (REB), Animal Care Committee (ACC) and Research Safety, are communicated to Research Finance, and update database as required;
- Issue account amendments when changes occur to an awarded grant, (e.g. changes to the budget, installment schedule or term dates);
- Coordinate with Research Finance and Granting Agency regarding payment or invoicing information, as required;
- Prepare monthly report on status of all submitted and awarded grant applications.
2. eRSO – Database Maintenance
- Enter submitted grant application into the database,
- Enter decision of funding applications into database
- Update of database upon Release of Funds notification from REB, ACC or Research Safety. Distribute e-mail notification to researcher and Research Finance to release funds;
- Perform General database maintenance and updates (e.g. updating of records when an extension has been provided to a grant);
- Support the ongoing improvements to the database system by developing templates for electronic notifications;
- Provide support in the creation of database reports as required;
- Update database records when Research Finance has notified the faculty member of new grant number;
- Review exception reporting from database to identify potential issues and work with Research Coordinators to develop resolution;
- Use database to track & follow-up on internal support for external grants-administered internal awards;
- Utilize database to prepare monthly statistical reports on submitted and awarded grant applications.
3. ORIS Administration
- Provide administrative support in the planning and delivery of various workshops and outreach activities while supporting the Research Coordinators with logistical details of such events;
· Provide administrative support of the UWindsor Internal Grant programs, including distributing calls for funding, receiving and filing of all applications, photocopying and distributing review materials to the committee, editing documents and e-mailing of notification decisions for awards;
· First point of contact for visitors to office, welcomes guests and notifies appropriate individual of guest arrival;
· Maintain booking system for meeting space in database;
· Receive and distribute mail;
· Prepare and distribute meeting agenda and act as recording secretary at meetings and distribute recorded minutes as required.
· Order office supplies and equipment;
· Process student hiring documentation and maintain student records for payroll as required.
· Train, oversee and delegate tasks to student
4. Financial Administration Support
· Process journal entries, payment requests & travel expenses in UWinsite Finance as required;
· Reconcile operating and grant accounts with UWinsite Finance;
· Update operating and grant account reconciliations to reflect commitments and projections;
· Use database to monitor internal support to grants, to track payment schedules, to process journal entries on a timely basis, and to update account reconciliations;
· Communicate with VPRI, Executive Director and Research Coordinators regarding internal support for grants or research-related activities;
· Monitor account activity through monthly Budget Comparison Reports;
· Suggest improvements to budget tracking processes. Assist with general administrative duties within database during times of increased workload or absence as needed;
5. Maintenance of ORIS Mailbox
- monitor and maintain mailbox. Ensure timely release of funds notifications are properly updated in database and distributed to relevant parties;
- Distribute various calls for funding proposals to relevant faculty members;
- Redirect e-mail received in the mailbox is distributed to the proper staff member;
6. Support the Website Updates
- Support in the maintenance and updating of the departmental website; liaise with IT services when required;
- Posts funding opportunities for researchers and monthly funding results on website for campus and external stakeholders;
· Ensure information on website is current and reflects the most recent information.
7. Maintenance of Filing System
- Upon entry of all grant submissions into database, ensure documents are filed according to processes;
- Ensure any activity that has occurred subsequent to the application submission has been updated in boths filing system;
· Support annual review of filing system to identify materials to be filed in the archives;
Essential Qualifications
- College Diploma in Office Administration or experience as it relates to the duties of the position
experience in research grant administration;
- Excellent oral and written communication skills;
- Ability to maintain strict confidentiality and be able to exercise tact diplomacy, discretion, integrity, and sound judgment at all times;
- Demonstrated ability to work closely with others to create reports, and related documents;
- Strong interpersonal skills, ability to work independently with minimal supervision and within a team environment; ability to take initiative and problem-solve; awareness of and sensitivity to individual, gender, and cultural differences;
- Proven client-centered service delivery, effective time management, organizational and multitasking skills;
· Demonstrated proficiency with database administration, MS Office Productivity Suite (Word, Excel, and PowerPoint), Outlook, UWinsite Finance or compatible system and website maintenance (e.g. Drupal).
Preferred Qualifications
- Undergraduate University Degree;
- Knowledge of the internal structure and governance of the University community, including the services provided, lines of authority, and communication process;
- Knowledge of financial matters such as budgets, transfers and reconciliations
If interested and qualified, please email resume to dolivito@impact-staffing.com