HSACC Protocol Administrator, VP Research

at  The University of Calgary

Description
The Animal Care Services Team in the Office of VP Research is currently seeking a Full-time Temporary Relief HSACC Protocol Administrator for approximately 20 months.
This position reports to the Animal Care Committee (ACC) Coordinator, with day-to-day accountabilities to the University Veterinarian. The Protocol Administrator (PA) position involves high complexity of work, sensitive, and confidential information involving the operations of the University Animal Care and Use Program, Animal Resources Centers, and the ethics committees involved in animal care and use by the University of Calgary.
The PA provides support to all Animal Care and Use Program users and their team in their day-to-day protocol approval process. The PA must be able to advise effectively and courteously with all internal and external Animal Health Unit (AHU) clients on delicate and restricted materials with the utmost sensitivity and confidentiality. Work is performed within existing procedures and policies as well as adjusting to new technologies and new methods.

Summary of Key Responsibilities (job functions include but are not limited to):

• Interacts with Principal Investigators and their staff, regarding issues relating to animal care and use protocols, including ethics policies, standard operating procedures, animal reporting records and issues, animal usage and research protocol management, ensuring compliance with appropriate policies and guidelines.
• Specifically advises academic staff members from multiple Faculties (e.gs. Medicine, Veterinary Medicine, Science, Arts, Kinesiology, Engineering, Environmental Design, Nursing) on animal care and use application processes.
• Appraises and maintains Animal Use Protocol managing and processing system (intake, processing, distribution for review, reporting and archiving for 300-400 or more files) using both IRISS and any manual methods as required.
• Performs administrative pre-review of animal use protocol applications, renewals, and amendments prior to submission to committee.
• Assists with onboarding new committee members by providing IRISS guidance, maintaining membership database and IT permissions, and drafting appointment and thank you letters.
• Assists with Institutional Animal User Training Program (IAUTP) and student training records within database.
• Cross-references applicable training to Principal Investigator protocols for the committees.
• Identifies potential staff training deficiencies and consults with the IAUTP Program Director, Committee Chairs, and ACC Coordinator on mitigation steps.
• Assists with post-approval assurance reminders.
• Assists in preparing pre-assessment documentation for Canadian Council on Animal Care (CCAC) certification inspections and supports the coordination of assessment meetings and site inspections.
• Coordinates annual ACC site visits of animal care facilities, collects feedback, assists to generate and distribute the formal reports and assists ACC Coordinator on follow up as needed.
• Reports IRISS software or network issues to the IRISS Development Team as required under authorization from ACC Coordinator or University Veterinarian.
• Schedules meetings, establishes agendas, compiles and circulates protocol information to committee members, prepares meeting minutes, composes letters and memos on behalf of committee Chairs and the University Veterinarian.
• Schedules meetings, establishes agendas, compiles and circulates information, and prepares meeting minutes for other working groups as needed (Aquatic Life Support, Mosaic, Spy Hill Campus).
• Compiles and distributes monthly protocol closures and renewals report to Facility Managers.
• Serves as backup for Life & Environmental Sciences Animal Care Committee (LESACC), Veterinary Sciences Animal Care Committee (VSACC), University of Calgary Animal Research and Education Executive Committee (UCARE), and University Animal Welfare Committee (UAWC) in absence of the LESACC/VSACC Protocol Administrator.
• Maintains files on animal use, animal numbers and cooperatively provides these in a timely fashion for reporting these activities to the ACC Coordinator.
• Works cooperatively with staff coordinating animal procurement in Health Sciences Animal Resources Centre and affiliated animal facilities to ensure accuracy of database.
• Ensures the Animal Care Committees function smoothly and that records and files of protocols are maintained in appropriate standard for the CCAC.
• Ensures timely follow-up on Committees decisions and responses from researchers.
• Tracks and distributes email reminders for upcoming renewals and fourth-year resubmissions.
• Assists with initiating Scientific and Pedagogical Merit assessments as identified by the committee and ACC Coordinator.
• Maintains and updates current IRISS User Guides as needed. Identifies and creates new IRISS or general committee guides based on users needs and feedback.
• Assists with drafting and distributing of departmental communications (e.g. UCARE Updates, notices to PIs, etc.) by collecting content ideas, editing, and formatting based on UCalgary’s communication standards. Maintains Animal Health Unit mailman and email lists.
• Provides administrative and secretarial support for the University Veterinarian, Associate and Assistant Veterinarians, which may include logistic support for policy and procedure document preparation, course development and updating support (e.g. D2L), grant application support, manuscript preparation support, and presentation composition support.
• Arranging conferences, workshops, and arranging staff CE events may be involved as well.
• Provides courteous and professional service and pertinent information to clients of the ACC offices and the office of the University Veterinarian.

QUALIFICATIONS / REQUIREMENTS:

• Post-secondary education in a related field required.
• Science background or equivalent would be an asset.
• Familiarity with science and/or medical terminology.
• Advanced, demonstrated senior-level administrative skills required.
• Ability to work independently, with minimal supervision, is required.
• Must be a self-starter with proven initiative who can learn quickly, and is willing to change direction as priorities change.
• Proven ability to multi-task with exceptional efficiency is required.
• Exceptional interpersonal skills are necessary.
• Sensitivity, discretion, courtesy, professionalism and high ethical standards are required.
• Demonstrated ability to work as part of a team is required.
• Proven ability to produce professional documents, with exceptional attention to detail, is required.
• Knowledge of University culture and cross-departmental policies and University policies an asset.
• Excellent communication skills and organizational abilities are essential.
• Proven experience in minute taking required.
• Excellent technical skills required in Microsoft Office (Outlook, Word, PowerPoint, Access, Excel, Teams), University business systems (PeopleSoft, IRISS, Zoom, SharePoint etc.), Adobe and web publishing software.
• The ability to quickly learn new software programs is important.
  Application Deadline: February 7, 2025
  We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
  This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Interacts with Principal Investigators and their staff, regarding issues relating to animal care and use protocols, including ethics policies, standard operating procedures, animal reporting records and issues, animal usage and research protocol management, ensuring compliance with appropriate policies and guidelines.
• Specifically advises academic staff members from multiple Faculties (e.gs. Medicine, Veterinary Medicine, Science, Arts, Kinesiology, Engineering, Environmental Design, Nursing) on animal care and use application processes.
• Appraises and maintains Animal Use Protocol managing and processing system (intake, processing, distribution for review, reporting and archiving for 300-400 or more files) using both IRISS and any manual methods as required.
• Performs administrative pre-review of animal use protocol applications, renewals, and amendments prior to submission to committee.
• Assists with onboarding new committee members by providing IRISS guidance, maintaining membership database and IT permissions, and drafting appointment and thank you letters.
• Assists with Institutional Animal User Training Program (IAUTP) and student training records within database.
• Cross-references applicable training to Principal Investigator protocols for the committees.
• Identifies potential staff training deficiencies and consults with the IAUTP Program Director, Committee Chairs, and ACC Coordinator on mitigation steps.
• Assists with post-approval assurance reminders.
• Assists in preparing pre-assessment documentation for Canadian Council on Animal Care (CCAC) certification inspections and supports the coordination of assessment meetings and site inspections.
• Coordinates annual ACC site visits of animal care facilities, collects feedback, assists to generate and distribute the formal reports and assists ACC Coordinator on follow up as needed.
• Reports IRISS software or network issues to the IRISS Development Team as required under authorization from ACC Coordinator or University Veterinarian.
• Schedules meetings, establishes agendas, compiles and circulates protocol information to committee members, prepares meeting minutes, composes letters and memos on behalf of committee Chairs and the University Veterinarian.
• Schedules meetings, establishes agendas, compiles and circulates information, and prepares meeting minutes for other working groups as needed (Aquatic Life Support, Mosaic, Spy Hill Campus).
• Compiles and distributes monthly protocol closures and renewals report to Facility Managers.
• Serves as backup for Life & Environmental Sciences Animal Care Committee (LESACC), Veterinary Sciences Animal Care Committee (VSACC), University of Calgary Animal Research and Education Executive Committee (UCARE), and University Animal Welfare Committee (UAWC) in absence of the LESACC/VSACC Protocol Administrator.
• Maintains files on animal use, animal numbers and cooperatively provides these in a timely fashion for reporting these activities to the ACC Coordinator.
• Works cooperatively with staff coordinating animal procurement in Health Sciences Animal Resources Centre and affiliated animal facilities to ensure accuracy of database.
• Ensures the Animal Care Committees function smoothly and that records and files of protocols are maintained in appropriate standard for the CCAC.
• Ensures timely follow-up on Committees decisions and responses from researchers.
• Tracks and distributes email reminders for upcoming renewals and fourth-year resubmissions.
• Assists with initiating Scientific and Pedagogical Merit assessments as identified by the committee and ACC Coordinator.
• Maintains and updates current IRISS User Guides as needed. Identifies and creates new IRISS or general committee guides based on users needs and feedback.
• Assists with drafting and distributing of departmental communications (e.g. UCARE Updates, notices to PIs, etc.) by collecting content ideas, editing, and formatting based on UCalgary’s communication standards. Maintains Animal Health Unit mailman and email lists.
• Provides administrative and secretarial support for the University Veterinarian, Associate and Assistant Veterinarians, which may include logistic support for policy and procedure document preparation, course development and updating support (e.g. D2L), grant application support, manuscript preparation support, and presentation composition support.
• Arranging conferences, workshops, and arranging staff CE events may be involved as well.
• Provides courteous and professional service and pertinent information to clients of the ACC offices and the office of the University Veterinarian