This position has a term length of 1 year plus 1 day with the possibility of extension up to 3 years.
Location - This role is hybrid with a mix of remote and on-site work, with a requirement of at least three days per week in person at North Campus, Edmonton.
The Office of the Vice-President (Research) is seeking a highly organized and collaborative Projects Coordinator, Major Research Initiatives, to support the planning, coordination, and implementation of complex research initiatives.
Reporting to the Portfolio Manager, Major Research Initiatives this position provides operational and project coordination support for major research initiatives across the university, including projects related to defence research, dual-use technologies, and other strategic research priority areas.
The successful candidate will be a detail-oriented project professional who thrives in a collaborative environment and enjoys supporting complex initiatives involving diverse stakeholders. They will demonstrate strong judgment, initiative, and the ability to balance operational coordination with strategic project support while contributing to the advancement of major research initiatives at the University of Alberta.
At The Office of the Vice President - Research (VPR), research is at the core of what we do. The VPR team supports and advances the university's large and complex research enterprise, providing leadership, guidance and diverse research services.
VPR supports the university's research function, helping ensure those involved in research and partnership activities adhere to the highest operational, financial, legal, ethical and safety standards. We also develop and administer policies to ensure regulatory compliance.
Operational Coordination and Intake Management (30%)
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Serve as the primary point of contact for new research project requests and initiatives, particularly those related to defence, dual-use research, and other priority areas defined in the University’s strategic plans.
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Manage the intake process for proposals, agreements, or collaborative opportunities, ensuring completeness and alignment with internal policies and specific research requirements.
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Conduct preliminary assessments of incoming projects to identify resource needs, timelines, and potential risks, while tracking requests through intake systems.
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Coordinate with internal stakeholders (faculty, research staff, and administration) to gather project information.
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Provide comprehensive operational and project coordination support for research initiatives.
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Track project requests through intake systems and maintain accurate records of submissions and approvals.
Scheduling and Timeline Management (20%)
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Maintain and coordinate project calendars, aligning meetings, milestones, and deliverables with operational priorities and research timelines.
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Schedule internal and external stakeholder meetings across virtual, hybrid, or in-person settings, ensuring timely notification and preparation of materials.
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Track deadlines for project approvals, ethics submissions, reporting, and funding requirements.
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Monitor project timelines, flag potential delays, and maintain synchronization across multiple concurrent projects to manage resource and staff availability efficiently.
Documentation and Knowledge Management (20%)
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Prepare, organize, and maintain project documentation, including project charters, scopes of work, action logs, meeting minutes, and progress reports.
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Implement standardized templates, workflows, and documentation practices to support consistency across all major research projects.
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Maintain digital and physical filing systems in accordance with university policies, security protocols, and record retention requirements.
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Assist in creating process guides, tools, and manuals to support research teams, ensuring proper documentation for compliance with institutional, government, and military requirements.
Follow-Up Actions and Implementation Support (20%)
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Track follow-up items from meetings and project milestones, ensuring timely completion and reporting.
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Coordinate project implementation tasks, including resource allocation, vendor or partner engagement, and internal approvals.
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Assist in the onboarding of new project participants and partners, providing orientation and procedural guidance.
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Support cross-functional collaboration by facilitating communication between research teams, university administration, and external partners.
Reporting, Monitoring, and Metrics (10%)
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Prepare status updates, progress reports, and dashboards for internal and external stakeholders.
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Collect, analyze, and summarize project data to support decision-making and performance monitoring.
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Assist in impact reporting for funded projects, including budget tracking, milestones achieved, and follow-on opportunities.
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Contribute to continuous improvement by identifying process inefficiencies and proposing solutions to enhance service standards.
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Education: University degree in a relevant field such as Engineering, Public Administration, Project Management, or Defence Studies.
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Experience: Minimum 3–5 years of experience in project coordination or management, within an academic, government, or defence research setting.
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Project Coordination: Experience coordinating multi-stakeholder projects, including scheduling, documentation, and budget tracking.
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Skills: Strong organizational, analytical, and communication skills.
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Tools: Proficiency with project management and collaboration tools (e.g., MS Office Suite, SharePoint, Smartsheet).
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Knowledge: Knowledge of defence research frameworks, government protocols, and operational standards.
Preferred Qualifications
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Experience supporting defence or security-related research programs.
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Familiarity with government funding processes, MOUs, and research agreements.
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Experience in reporting, evaluation, and knowledge dissemination for research projects.
Application Instructions
Click "Apply Now" to submit your resume.
This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).
This position offers a comprehensive benefits package.
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.
