Grant Admin Coordinator

This is a re-posting; previous applicants do not need to re-apply.

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "Advertisement" drop down menu when applying.

This position has an end date of one year plus a day from date of hire and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Reporting to the Principal Investigator (Pl), the Grant Admin Coordinator has the responsibility of administrating all grant-related matters with the Housing for Health Project funded by the Public Health Agency of Canada (PHAC). This position is expected to be a resource for administrative policies and procedures for all staff, oversee the reporting and tracking of budgets, coordinating spending, managing accounts, finding funding opportunities, and acting as the contact for the Research Services Office (RSO), all in support the success of the Housing for Health Project

Duties

• Oversees the reporting and tracking of budgets, notifying the Pl of potential issues and where relevant, the Housing for Health Research and Evaluation Manager.
• Coordinates spending and manages accounts, with oversight over the day-to-day budgetary administration; this includes tracking expenditures, ensuring appropriate spending mechanisms are employed
• Alerts Pl on any near over expenditures
• Alerts Pl on any expected accruals and suggests spending alternatives
• Ensures grant spending and reimbursements are reconciled and timely
• Provides administrative support to the financial systems
• Reviews travel and expense claims for eligibility, accuracy, and completeness, verifies supporting documents; once verified enters the claims or delegates to Admin Assistant
• Advises on travel-related spending according to grants, including for Whitecourt pilot and community engagement activities
• Reviews financial statements and expense receipts for researcher sub-grants for accuracy, eligibility and supporting documentation of expenses on financial statements provided by sub grant holders. Serves as a liaison and problem solver between the Pl, the Granting Agency and Sub-grant holders on financial policies, procedures and financial discrepancies
• Provides audit information as required for both internal and external auditors
• Identifies variances, prepares potential solutions and presents to Pl
• Proactively seeks out funding opportunities that could further the project, gathers information and presents potential options to the PI
• Assists to secure funding from other agencies, including identifying and preparing applications for new opportunities
• Works with the grant/contract applicants in the collection of information and completion of applications; obtains the necessary oversight signatures; tracks application and keeps on top of status of applications
• Reviews all research applications/proposals on behalf of the department for completeness, accuracy and validity to ensure compliance with the University's research policies and procedures, including ethics review intellectual property, budget and sponsor terms and conditions
• Identifies potential risks to existing grants, prepares potential solutions and presents to Pl and where relevant, the Housing for Health Research and Evaluation Manager
• Examines and monitor grant expenditures and transactions for accuracy and alerts Pl as needed and where relevant, the Housing for Health Research and Evaluation Manager
• Act as the contact for the RSO
• Explains department and RSO policy and grant/contract requirements to researchers and to other team members as needed
• Responsible for coordinating contract hires through SMS
• Oversees details of contracts and identifies concerns to the PI
• Assists with hiring of personnel
• Tracks and initiates renewal of annual contracts
• Executes of Evaluation and Consultant contracts
• Prepares grant spending and deliverables reports; meets compliance requirements of funding agencies by collecting and analyzing metrics and financial information and preparing the required reports in a timely manner
• Develop and maintain records and metrics of federal grant funding for internal reporting purposes using various IT solutions
• Prepares ad-hoc reports as requested by Pl
• Tracks initiatives in relation to the Project Plans in order to identify potential issues
• Responsible for initial development and ongoing maintenance of Recruitment, Hiring, and Retention processes for personnel
• Onboard and train all personnel on all administrative and financial procedures
• Acts as a resource for University policies and procedures for all staff
• Responsible for equipment purchasing and/or oversight of equipment purchasing undertaken by other team members such as the executive assistant

Qualifications

• A post-secondary degree in a relevant field (e.g. Accounting, Business, Finance, etc.) is required; Master’s degree is preferred
• 3 or more years of cumulative work experience
• Research finance specific experience
• Excellent communication and Interpersonal skills
• Proficiency in MS Office programs, including Word, Excel and Access
• Experience with community-based research, government and academic institutional processes
• Experience working with multidisciplinary collaborative research and intervention teams preferred
• Knowledge and experience with health and built environment topics and issues, and stakeholders, preferred
• Ability to work independently; demonstrated initiative and independence of thought
• Ability to work in a team setting
• Ability to plan and adjust priorities to complete tasks and meet deadlines
• Ability to work in a fast paced setting with multiple priorities
• Ability to take initiative and be proactive
• Experience managing large grants

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

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.