Contract Specialist - Institutional Awards / Research Administrative Servic

at  University of Alberta

Department Vice-President Research Innovation - Research Services Office
Salary range $60,299.77 to $83,456.99
Hours per week 35
Grade 10
Posted date November 7, 2024
Closing date November 20, 2024
Position Type Full Time - Operating Funded

POSITION

Reporting to the Manager Institutional Program Team, this position will work independently to analyze, interpret, negotiate and process the applications, awards, and agreements assigned while brain-storming, consulting and interacting with co-workers, supervisor, and others as required to finalize the release of research funding. This position is responsible for using professional judgment to ensure that University guidelines and solid financial, legal and contractual practices are applied at all times in the Canada Foundation for Innovation (CFI) application program delivery and application development, negotiating agreements and award management for the life of the project as well as other programs/projects as assigned. This position will liaise and provide support to outside agencies, central units and RAS staff. The position will also be expected to provide advice and guidance to department administrators and researchers. This position requires a highly motivated and organized self-starter and must be able to work independently and in a team environment.
We are seeking individuals with expertise across all areas of research, including Health, Natural Sciences, Engineering, Social Sciences and Humanities to join our dynamic, multidisciplinary team. The Contract Specialist(CS) will be responsible for the coordination, facilitation, and reviewing the project proposals, which are complex funding proposals. The CS will coordinate the planning, preparation, and execution of the proposals in consultation with the central units (Facility & Operation, Risk Management, Procurement Services, and many others) to ensure completeness and cohesiveness of the funding proposals, both preaward and post-award. The CS will also be working with the Financial Analyst, to make sure the post-award requirement of projects are fulfilled per the sponsor’s requirement. The CS will plan and facilitate the delivery of education sessions (e.g., information sessions on the sponsor’s requirements and how to address those requirements in the proposal) regarding large, high-value funding projects.

QUALIFICATIONS

• Minimum Bachelor’s degree (Master’s degree preferable) in a science-related field.
• Minimum 2 years of research administration work experience, preferably in a post-secondary environment
• Excellent written and oral communication skills, interpersonal skills, accuracy and attention to detail, time management and organizational skills are required Interpreting and applying policies and procedures
• Strong proficiency in Windows using Microsoft Office (Word, Excel), Google Apps, Internet and databases; required.
• Proficient understanding and training in PeopleSoft applications and tools are desirable
• Skilled in multi-tasking and prioritizing multiple demands; keen attention to detail
• Strong time management and workflow skills and the ability to manage a high volume of files with conflicting priorities
• An understanding of the University’s policies and procedures with respect to research administration is an asset
• A thorough understanding of the principles of service excellence and a demonstrated ability to deliver superior customer service to clients
  At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
  We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
  The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.
  Note: This opportunity will be available until midnight November 20, 2024, Edmonton, Alberta local time

Application development, Negotiating and Processing of Agreements/Awards

• Plans and implements the development of large-scale collaborative research grant applications involving researchers across the university
• Coordinates the planning, preparation, and execution of the proposals in consultation with the research team to ensure completeness and cohesiveness of the funding proposals, both preaward and post-award
• Develops and delivers programmatic training and process for upcoming institutional calls for proposals
• Negotiates, reviews, drafts and approves research applications/agreements/awards on behalf of the university
• Ensures negotiations balance the legitimate needs of sponsors with researcher interests and university principles
• Ensures all required collaborating agreements for a research project are in place and the terms and conditions are consistent; ensures that requirements of government-funded programs are met
• Ensures all proposed sub-grants and sub-contracts are identified and completed
• Authorizes the release of funding once the University and sponsor terms and conditions have been met
• Consults with Facilities and Operations on space enhancement budgets, scopes of work and timelines
• Consults with Risk Management and Legal Counsel where sponsor compliance with University policies and procedures is at risk Collaborates with others in the proposals, contracts/agreements to ensure compliance with University and sponsor policies and procedures, including human ethics, animal care and biohazards
• Reviews proposed budgets for completeness and accuracy, advising applicants on errors, discrepancies and sponsor policies; ensures budgets are identified for collaborators and co-applicants Identifies and confirms university cash and in-kind commitments to the proposed project
• Reviews existing funding agreements to ensure the terms and conditions are consistent with the applicable funding program and meet the eligibility requirements
• Collaborates with researchers and faculty-based research staff on innovative ways to address funding challenges presented by particular programs and situations, liaising with others to solve agreements and management issues
• Works collaboratively with researchers to ensure timely submissions of grant and contract proposals
• Liaises with sponsors on grant and contract administration issues
• Communicates information on individual agreements/awards to researchers and administrators
• Coordinates the preparation of research proposals and contracts, including working with sponsored projects and researchers at other institutions
• Provides guidance and professional support in all aspects of research administration related to negotiation and finalizing of agreements
• Approves grant applications on behalf of the institution valued at up to and including $2,000,000 total project cost
• Approves agreements on behalf of the institution valued at up to and including $1,000,000 total award amount

Information Management

• Ensures that all critical documents are in place that define the terms and conditions of research agreement/award including government
• related documentation. Required documentation includes scope of work, budget, required University signatures, and declarations on certifications
• Approves and authorizes the creation of projects in PeopleSoft for funding resulting from research agreements that comply with University and sponsor policies and procedures and recommends to the assistant Director that terms and conditions are correct prior to award generation
• Ensures that indirect costs are captured, invoicing criteria, reporting obligations and handling of unspent funds are provided for in research agreements
• Develops and maintains a high level of expertise on the principles of research funding administration as well as University and sponsor policies and procedures
• Ensures that agreement documentation is entered and managed appropriately in database and paper filing systems (e.g., sponsor deadlines, guidelines and procedures, conditions and obligations of acceptance of funding, application and award documents)
• Contributes to the development of policy and procedure manuals and other information tools to ensure the accountable administration of research funding agreements/awards Participates in workshops to assist researchers with research administration Investigates potential funding opportunities and provide information
• Arrives at innovative solutions and resolutions in situations where rules and regulations continue to be redefined