Application Review Specialist

Updated: 4 months ago
Deadline: 31 Dec 2023

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .


Work primarily takes place at Enterprise Square, Edmonton. This role is hybrid with a mix of remote and in person. 

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department/Faculty

As one of the top 5 research universities in Canada, the University of Alberta's research and innovation spans many fields and disciplines. Our researchers’ expertise and strength attract over $600 million annually from various research funders and partners including federal and provincial governments, industry, foundations, and other organizations.

Position Summary

The Application Review Specialist is responsible for independently reviewing, approving and processing a high volume of complex and specialized peer reviewed research funding applications. Critical to the performance of the job functions are the abilities to review and interpret policies, procedures and sponsor terms and conditions and to apply these policies and procedures in the processing of research applications. Key aspects of the job include the ability to analyze and problem solve individually and as part of the team.

Reporting directly to the Research Facilitator responsible for the Application Review Team, the Application Review Specialist will work independently to analyze, interpret and process the applications assigned while brain-storming, consulting and interacting with co-workers, supervisor, the Associate Director, the Research Partners, the Research Partners Specialist and others as required, to completion of the grants sign off and approval. The Application Review Specialist will work collaboratively with all members of RAS to ensure that collectively all applications are processed in a timely and effective manner while providing high-quality service to their clients.

This fast-paced role requires a high degree of attention to detail. It is critical for the incumbent to use professional judgment to ensure that University guidelines, policies and procedures are applied at all times along with the sponsors' guidelines, and terms and conditions. The Application Review Specialist also submits applications in the sponsors' portals on behalf of the institution as required, understands and advises on all funding opportunities, and handles increasingly complex calls for proposals involving interdisciplinary, trans sectoral, industry partners, internal, and inter-sponsor collaborations. The Application Review Specialist must also have the ability to manage competing priorities and meet very tight deadlines.


Applications Processing

  • Develops and maintains expertise on sponsors guidelines and develops checklists and other job tool aids to review, approve and sign off grant applications.
  • Assesses whether the university can comply with the sponsor terms and conditions
  • Ensures terms and conditions are acceptable to all parties, i.e. eligibility, budgetary requirements, etc.
  • Keeps abreast of all the specificities of sponsor programs such as contributions, certifications, compliance (such as FCOI/Federal Research Security/unique terms confirmation, Impact Assessment, subrecipient commitment forms, Face Pages, Institutional Letter of Commitment, IP Terms and Conditions), matching funding, partner organizations
  • Identifies and proposes innovative solutions in situations where sponsor and University rules and regulations continue to be redefined
  • Ensures eligibility of all the participants (PIs, co-PIs, partner organizations, foreign universities, industry partners, international partners and institutions, etc.)
  • Reviews grant applications/proposals for accuracy, completeness, appropriateness and eligibility of budgets, compliance with sponsor and University guidelines
  • Reviews proposed budgets for completeness and accuracy, advising applicants on errors, discrepancies and sponsor policies; ensures budgets are identified for collaborators and co-applicants (when applicable)
  • Provides institutional approval and sign-off on grant applications/proposals up to and including $2,000,000 total project cost

Information Management

  • 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 the integrity of data and the information management requirements related to application documentation is entered and managed appropriately in the RAS Grants Management System (e.g., sponsor deadlines, guidelines and procedures, conditions and obligations of acceptance of funding, application documents)
  • Liaises with the researchers and faculty/college administrators as well as with Research Partners Team and Research Administrative Specialists

Process Improvement and Management

  • Participates in the development, implementation, and education of processes and procedures related to application review
  • Assists Research facilitator in the development of RAS business processes and policies relating to the institutional administrative review and sign off of pre award documents.
  • Maintains statistics on applications received, reviewed and approved, as well as other statistics as requested by other university units


  • Undergraduate degree required, graduate degree would be an asset; a combination of education and experience will be considered
  • Minimum of three years of progressively responsible research administration experience, preferably in a postsecondary environment or equivalent.
  • In-depth knowledge of University of Alberta policies and procedures
  • High level of accuracy and keen attention to detail
  • Skilled in multi-tasking and prioritizing multiple demands
  • Excellent time management skills
  • Excellent interpersonal skills
  • A thorough understanding of the principles of service excellence and a demonstrated ability to deliver superior customer service to clients
  • Ability to work independently and in a team environment
  • Strong analytical, communication (written and verbal) and organizational skills
  • Demonstrate excellent judgment and discretion
  • Demonstrated competencies in the areas of: professionalism, results orientation, organizational understanding, teamwork, flexibility/adaptability
  • Strong proficiency in Windows using Microsoft Office (Word and Excel), Google Apps, Internet, PeopleSoft applications (Researcher Home Page), and databases; others as required

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

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