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

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of in-person and in-office work. Work primarily takes place at North Campus, Edmonton.

Reporting to the Manager, Research Administration Support Services, and serving as a key member of the Research Partner Network, the Research Administration Specialist collaborates with the Vice-President (Research) portfolio, colleges, and faculties to deliver tactical, targeted, hands-on end-to-end research administration support. This includes pre- and post-award guidance on research administration procedures and policies that support the University’s broader research mission.

The primary objectives of this role are to support researchers in navigating the full research administration lifecycle; reduce delays in the processing of research projects; enhance the researcher experience related to proposal development, submission, and post-award management; and collaborate with departments and faculties to ensure efficient, effective processes for the stewardship of research funds.

Across all aspects of the role, the Research Administration Specialist integrates and advances the University’s commitments to Indigeneity, equity, diversity, and inclusion, while fostering respectful, collaborative relationships with researchers and research partners.

The Research Partner Network provides comprehensive research lifecycle support, assisting with the Research Application process, offering expertise in Grant Management, and supporting both Pre- and Post-award activities.

Tactical and Administrative Support to Researchers and Departments

• Develops and maintains comprehensive, end-to-end expertise in research administration policies and procedures for the University of Alberta and external funding agencies.
• Proactively anticipates research administration needs related to policy and procedure, and designs, develops, and delivers targeted supports, tools, and resources to address both ongoing and emerging requirements. These could include group presentations (in-person and virtual), guides, videos, and more.
• Serves as the primary point of contact for researchers, research staff, and college/faculty administrators regarding VPRI-related administrative activities (including Research Administrative Services, Research Ethics, and related units). This includes file tracking and follow-up, investigating application or award status on behalf of researchers, providing navigational support, and offering authoritative guidance on end-to-end research administration processes.
• Collects, curates, and disseminates current and accurate information related to funding opportunities, proposal development and submission, award set-up, budget management and reporting, and project close-out.
• Provides direct administrative support to researchers throughout the grant application and award lifecycle.

Problem Solving/Issue Resolver

• Responds expediently and with a strong service orientation to resolve research administration issues, drawing on a deep understanding of researcher needs, institutional policies, and sponsor requirements. Consults with subject-matter experts as needed to ensure accurate and effective resolution.
• Liaises on behalf of researchers with VPRI central units (e.g., Research Ethics, Research Administrative Services), other central service areas, and external funding agencies to address and resolve complex or time-sensitive issues.
• Connects researchers with appropriate internal partner networks or external resources as required, ensuring clarity around roles, responsibilities, and next steps, and following through to confirm issues are resolved.

Tactical Guidance and Advice

• Acts as a trusted “go-to” research administration resource, providing authoritative, practical, and lead-hand guidance to researchers and college/faculty/departmental administrators, including faculty-based generalists.
• Identifies opportunities for training, process integration, and streamlining to improve efficiency, consistency, and researcher experience across the research administration continuum.
• Supports researchers and administrative units in meeting compliance, certification, and ethics requirements, referring matters to central VPRI units when specialized expertise or formal approvals are required.

Other Duties as Required

• Actively identifies learning opportunities and engages in mentorship and professional development to continuously enhance effectiveness in the role.

• Reviews grant applications and proposals to ensure accuracy, completeness, budget eligibility, and compliance with sponsor and University policies and guidelines.

• An undergraduate degree, combined with a minimum of three (3) years of relevant experience in a research or administrative environment; experience within a post-secondary setting is preferred.

• Demonstrated knowledge of granting agency policies, funding organizations, and the Canadian academic research funding landscape.

• A strong commitment to delivering exceptional client service, demonstrated through a professional, responsive, and solutions-oriented approach.

• Proven analytical, problem-solving, and negotiation skills, with the ability to work efficiently while exercising organization, tact, and discretion.

• Excellent written and verbal communication skills, coupled with strong organizational and interpersonal abilities.

• Ability to communicate clearly, professionally, and with sound judgment, recognizing the confidential nature of research-related information and the need for discretion in all communications.

• Demonstrated ability to establish and maintain effective working relationships with a diverse range of stakeholders, and to provide informed advice and guidance.

• Knowledge of the University of Alberta’s administrative structures, policies, procedures, and systems is considered an asset.

• Advanced proficiency in Google Suite, Microsoft Office applications, including Word, Excel, and PowerPoint.

Application Instructions

Please submit your resume and cover letter.

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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

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.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. 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.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.