The Dean's Office in the Faculty of Arts is currently seeking a Full-time Limited Term Project Coordinator for approximately 24 months.

The Project Coordinator provides post-grant-award support to researchers in the Faculty of Arts. This position serves as the primary point of contact for researchers regarding facilitation of financial, legal, and HR matters as they relate to coordination of research grant activities. The position is embedded within the Faculty of Art's Research Team, reporting to the Senior Research Advisor. This is a limited-term 24-month position with possibility of extension.

The project coordinator works closely with researchers across Art's units to ensure post-award processes for research projects are managed effectively and in compliance with the university's policy framework. The incumbent is responsible for communicating with HR, Legal, Finance Research Accounting, and Accounts Payable to ensure efficient and timely resolution to challenges and delays that may arise in hiring, payment processing, and documentation preparation. The project coordinator advises, coordinates, and administers the operational aspects of post-award processes and ensures these processes are effectively managed, planned, coordinated, and communicated to relevant parties.

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

Post-award research project facilitation

• Acts as the first point of contact for researchers who receive externally funded research grants in facilitating post-award processes, investigating and resolving problems with complex grant administration, following up with key stakeholders as necessary/required.
• Provides advice and assists with management of complex, externally funded research projects.
• Facilitates project management support including project set up, extensions, changes, closures.
• Facilitates communication with the central legal unit regarding research agreements.
• Advises on and facilitates processes related to payment to research participants and partner organizations and liaises with finance and HR to help researchers navigate appropriate hiring and payment protocols.
• Conducts timely, efficient and accurate processing of honorarium and other non-employee payments, as well as student scholarships and awards, as required.
• Liaises with and makes appropriate referrals to University services and departments in resolving complex financial, legal, and hiring processes.
• Liaises with Arts Business Operations Centre as well as UService to facilitate administrative processes as they relate to grant administration and management.
• Provides advice on adherence to University policies and escalates when appropriate to ensure resolution.

Research activities support

• Coordinates events led by research team, including scheduling, room and equipment booking, catering, managing registration and invitations, etc.
• Responsible for processing payments to speakers and convenors of events led by research team.

Qualifications / Requirements:

• A University degree is required. A degree in business, finance, accounting, or a related field, or equivalent experience would be an asset.
• Two or more years of work experience in progressively more responsible roles that include accounting functions, budgeting, and financial analysis.
• Excellent communication with strong written and verbal skills.
• Excellent organizational, and time management skills, accuracy and exceptional attention to detail.
• Strong interpersonal skills and capable of building and maintaining productive and supportive working relationships.
• Superior knowledge of Microsoft Office Applications (Word, Outlook, Excel, PowerPoint, SharePoint,) and a high-level of understanding of the university business systems (PeopleSoft).
• Ability to produce time-sensitive documents/correspondence independently and within tight deadlines.
• Ability to manage several projects simultaneously (project management skills).
• An equivalent combination of education and experience from which comparable knowledge and abilities can be acquired will be considered.

Interested candidates should provide a full resume and a cover letter of max 2 pages explaining how they are suitable for this position.

Application Deadline: August 11, 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 Operations Administration Job Family, Phase 3.