Research Grants Officer

Research Grants Officer at University of Calgary

The Research Services Team in the Office of VP Research at the University of Calgary invites applications for a Research Grants Officer. This is a Full-time Fixed Term position for approximately 12 months, with the possibility of extension, based on grant funding.

The Research Services Office (RSO) plays a crucial role in advancing the University of Calgary's research enterprise. Its mandate includes increasing sponsored research revenue, mitigating financial and reputational risks, and managing compliance. Operating in a dynamic environment, RSO provides timely pre- and post-award services to researchers, faculties, university leadership, and funders.

Research Services Office Overview

Within RSO, the Research Grants and Training Programs Division encompasses External Grants, Postdoctoral Office, and Internal Grants. The External Grants team specifically supports researchers seeking funding from major agencies like the Tri-Council (CIHR, NSERC, SSHRC), various governmental sources, non-profit organizations, and international bodies such as the U.S. Government and Horizon Europe.

Role and Responsibilities

Reporting to the Manager, External Grants, the Research Grants Officer (RGO) is responsible for the administration of a diverse portfolio of complex granting programs. This role involves a high volume of work, with annual peaks in the Fall, and is characterized by constant, simultaneous deadlines, continuous change, and shifting priorities. The work environment is fast-paced, service-oriented, and highly computerized. While the incumbent operates with significant independence, advice on complex issues can be sought from the Manager, External Grants.

Pre-Award Grant Administration

• Advises faculty members on suitable research funding opportunities through various channels.
• Educates researchers on timelines and procedures for the grant submission process.
• Conducts administrative reviews of external grant applications to ensure adherence to granting agency and University requirements.
• Interprets and applies University and sponsor policies, procedures, and guidelines.
• Recommends applications for approval and signature by relevant senior leadership.
• Liaises with external agencies during and after application submission, and with other internal Research Services and Finance units.

Leadership and Communication

• Stays current with the rapidly evolving and complex landscape of funding opportunities.
• Informs the research community promptly about new opportunities, program updates, and deadlines.
• Supports researchers in developing competitive proposals by coordinating workshops and information sessions.
• Maintains and develops content for the External Grants section of the website and other communication materials.
• Evaluates current procedures and proposes improvements to internal policies for better grant administration.
• Contributes to future planning for the External Grants portfolio and broader strategic planning initiatives.

Post-Award Grant Administration

• Prepares information packages for Finance to initiate project setup, including securing all necessary certifications and approvals.
• Manages the intake of sub-grants from other institutions for projects within the RGO portfolio.
• Collaborates with legal units for agreement reviews related to awarded grants.
• Liaises with the ethics unit regarding certification requirements and compliance.
• Ensures the Research Management System and other electronic files are current with application and award data for assigned records.
• Provides ongoing maintenance of grant files and serves as the primary contact for grant amendments, including extensions.

Qualifications and Requirements

A graduate degree (or an undergraduate degree with two additional years of relevant experience) is essential, coupled with work experience in research or university administration or policy. Previous experience with administrative procedures and computer applications is considered a strong asset. The successful candidate must possess a flexible attitude, the ability to adapt to changing workloads and priorities, and demonstrate professionalism, courtesy, and confidentiality in providing accurate and timely information.

Solid knowledge of university research policies and an understanding of federal and provincial policies governing grant administration at educational institutions are required. The incumbent must be a fast learner, capable of working independently with minimal supervision after appropriate instruction. Proficiency in Microsoft applications (Word, Excel, Outlook, PowerPoint), excellent written and oral communication skills, strong time management, and organizational skills are all critical. The ability to organize and lead effective workshops and information sessions is also a strong asset.

Key skills/competency

• Grant Administration
• Research Funding
• Compliance Management
• Policy Interpretation
• Stakeholder Liaison
• Pre-Award Management
• Post-Award Management
• Communication Skills
• Time Management
• Microsoft Office Suite