Description
The Institute of Energy is currently seeking a Full-time Limited Term Project Specialist for approximately 12 months.
The University of Calgary is a comprehensive academic and research institution, with a mission to discover new knowledge and translate our discoveries into applications that provide benefits to our local, national, and international communities. UCalgary's Ahead of Tomorrow strategic vision aims to equip students, researchers, staff, and the community to respond to global challenges while staying connected to Calgary's identity. As part of this vision, the University developed a Research and Innovation Plan to guide its approach to research priorities, including the creation of the Institute of Energy. Guided by the Energy for the Common Good strategy, the Institute of Energy plays a central role in shaping UCalgary's energy research and supports progress toward the goals of Ahead of Tomorrow.
Reporting to the Director, Institute of Energy, the Project Specialist plays a critical role in the organization and delivery of events, projects, and initiatives by providing project management support. The incumbent will be responsible for the administration of collaborative and interdisciplinary research activities, the implementation of qualitative and quantitative project management methodologies, facilitation of team meetings, the management of various events, and dissemination of information from such activities. The Project Specialist will support and foster collaborations with researchers within the energy portfolio as well as across the University of Calgary community. Additionally, this position will be the point of contact with several external organizations and industrial and external research organization partners.
The work involves a high degree of complexity and requires attention to detail while maintaining a strategic vision, the ability to meet constant deadlines, and the flexibility to work with multiple stakeholders and deal with shifting demands while ensuring satisfactory outcomes for all. Responsibilities are highly varied and range from budget development and financial tracking to activities requiring complex problem-solving, sound judgment, and creative solutions. The volume of work is high, and overtime work may be required during peak periods.
Summary of Key Responsibilities (job functions include but are not limited to):
-
Provide project coordination and operational support to the Institute of Energy Director and Co-Leads to ensure the effective planning, implementation, and execution of Institute activities and initiatives.
-
Lead the planning, execution, monitoring, and evaluation of complex strategic projects and initiatives that support the Institute's research priorities and institutional objectives.
-
Develop, implement, and continuously improve project management frameworks, governance structures, reporting mechanisms, and operational processes to support Institute-wide initiatives.
-
Provide strategic advice and recommendations to the Director, Co-Leads, and senior stakeholders regarding project priorities, resource allocation, risk mitigation strategies, and operational planning.
-
Develop, implement, and maintain project tracking tools, reporting processes, templates, and documentation to support effective project management, monitoring, and reporting.
-
Monitor project progress, identify risks or issues, and proactively recommend solutions or corrective actions to support successful project outcomes.
-
Prepare and present project status reports, summaries, presentations, briefing materials, correspondence, and other documentation for leadership and stakeholders.
-
Coordinate meetings, workshops, events, and related activities, including scheduling, logistics, agenda preparation, materials development, minute-taking, and follow-up actions.
-
Maintain and update project records, databases, distribution lists, and documentation related to Institute activities, researchers, partners, stakeholders, and deliverables.
-
Develop and manage strategic relationships with external partners, funding agencies, industry stakeholders, and collaborating institutions to advance Institute priorities and support new opportunities for collaboration.
-
Respond to project and institutional inquiries in a timely, professional, and service-oriented manner.
-
Lead the development and analysis of performance metrics, evaluation frameworks, and research impact measures to inform strategic decision-making and continuous improvement initiatives.
-
Assist with the preparation and coordination of research grant proposals, progress reports, final reports, presentations, roadmaps, and related project documentation.
-
Monitor project deliverables and timelines to ensure alignment with Institute objectives, strategic priorities, and reporting requirements.
-
Work collaboratively with Institute members and stakeholders to coordinate project activities, schedules, and operational priorities.
-
Develop and maintain positive working relationships with university contacts, researchers, external partners, and stakeholders to support effective collaboration and project execution.
-
Provide regular updates to the Director, Co-Leads, and other relevant stakeholders regarding project status, deliverables, risks, and ongoing activities.
-
Identify organizational challenges, assess operational effectiveness, and independently develop and implement process improvements, business solutions, and strategic initiatives that enhance Institute performance and effectiveness.
Qualifications / Requirements:
-
Undergraduate degree in a relevant discipline.
-
Minimum of 5 years progressively responsible experience in project management, research administration, strategic planning, or program development within a complex research-intensive environment.
-
Demonstrated expertise leading large-scale, multi-stakeholder initiatives is required.
-
Demonstrated ability to provide strategic advice and recommendations to senior leaders, develop operational frameworks, and lead process improvement initiatives in support of organizational objectives.
-
Experience in a reporting, analytic, or administrative role within a university or research environment will be considered an asset.
-
Experience using research analytics tools and methodologies to evaluate institutional productivity and quantify research outputs.
-
Excellent written and verbal communication, interpersonal, organizational, problem-solving, and time management skills, with demonstrated project management and decision-making abilities and sound professional judgment.
-
Proven ability to work independently and effectively manage multiple competing priorities and deadlines while maintaining a high degree of accuracy and attention to detail.
-
Proactive and solutions-oriented, with the initiative to independently investigate issues, identify opportunities for improvement, and propose innovative ideas, processes, and solutions that support organizational objectives.
-
Demonstrated commitment to effective relationship and partner management, with a collaborative, professional, and service-oriented approach.
-
Strong proficiency in Microsoft Office applications, including Word, Excel, Access, Outlook, and PowerPoint.
-
Professional project management designation (e.g., PMP) or advanced certification in research administration, program management, or change management is preferred.
Application Deadline: June 11, 2026
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 Specialist/Advisor Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
