Projects Coordinator, Major Research Initiatives

This position has a term length of 1 year plus 1 day with the possibility of extension up to 3 years.

Location - This role is hybrid with a mix of remote and on-site work, with a requirement of at least three days per week in person at North Campus, Edmonton.

The Office of the Vice-President (Research) is seeking a highly organized and collaborative Projects Coordinator, Major Research Initiatives, to support the planning, coordination, and implementation of complex research initiatives.

Reporting to the Portfolio Manager, Major Research Initiatives this position provides operational and project coordination support for major research initiatives across the university, including projects related to strategic research priority areas, as well as defence research and dual-use technologies.

The successful candidate will be a detail-oriented project professional who thrives in a collaborative environment and enjoys supporting complex initiatives involving diverse stakeholders. They will demonstrate strong judgment, initiative, and the ability to balance operational coordination with strategic project support while contributing to the advancement of major research initiatives at the University of Alberta.

Operational Coordination and Intake Management (30%)

• Serve as the primary point of contact for new research project requests and initiatives, particularly those related to strategic research priority areas, defence and dual-use research.
• Manage the intake process for proposals, agreements, or collaborative opportunities, ensuring completeness and alignment with internal policies and specific research requirements.
• Conduct preliminary assessments of incoming projects to identify resource needs, timelines, and potential risks, while tracking requests through intake systems.
• Coordinate with internal stakeholders (faculty, research staff, and administration) to gather project information.
• Provide comprehensive operational and project coordination support for research initiatives.
• Track project requests through intake systems and maintain accurate records of submissions and approvals.

Scheduling and Timeline Management (20%)

• Maintain and coordinate project calendars, aligning meetings, milestones, and deliverables with operational priorities and research timelines.
• Schedule internal and external stakeholder meetings across virtual, hybrid, or in-person settings, ensuring timely notification and preparation of materials.
• Track deadlines for project approvals, ethics submissions, reporting, and funding requirements.
• Monitor project timelines, flag potential delays, and maintain synchronization across multiple concurrent projects to manage resource and staff availability efficiently.

Documentation and Knowledge Management (20%)

• Prepare, organize, and maintain project documentation, including project charters, scopes of work, action logs, meeting minutes, and progress reports.
• Implement standardized templates, workflows, and documentation practices to support consistency across all major research projects.
• Maintain digital and physical filing systems in accordance with university policies, security protocols, and record retention requirements.
• Assist in creating process guides, tools, and manuals to support research teams, ensuring proper documentation for compliance with institutional, government, and military requirements.

Follow-Up Actions and Implementation Support (20%)

• Track follow-up items from meetings and project milestones, ensuring timely completion and reporting.
• Coordinate project implementation tasks, including resource allocation, vendor or partner engagement, and internal approvals.
• Assist in the onboarding of new project participants and partners, providing orientation and procedural guidance.
• Support cross-functional collaboration by facilitating communication between research teams, university administration, and external partners.

Reporting, Monitoring, and Metrics (10%)

• Prepare status updates, progress reports, and dashboards for internal and external stakeholders.
• Collect, analyze, and summarize project data to support decision-making and performance monitoring.
• Assist in impact reporting for funded projects, including budget tracking, milestones achieved, and follow-on opportunities.
• Contribute to continuous improvement by identifying process inefficiencies and proposing solutions to enhance service standards.

• Education: University degree in a relevant field such as Engineering, Public Administration, Project Management, or Defence Studies.
• Experience: Minimum 3-5 years of experience in project coordination or management, within an academic, government, or defence research setting.
• Project Coordination: Experience coordinating multi-stakeholder projects, including scheduling, documentation, and budget tracking.
• Skills: Strong organizational, analytical, and communication skills.
• Tools: Proficiency with project management and collaboration tools (e.g., MS Office Suite, SharePoint, Smartsheet).
• Knowledge: Knowledge of research frameworks, government protocols, and operational standards.

Preferred Qualifications

• Familiarity with government funding processes, MOUs, and research agreements.
• Experience in reporting, evaluation, and knowledge dissemination for research projects.
• Experience supporting defense or security-related research programs.

Application Instructions

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This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.