Project Coordinator

Term: 2 years

The Project Coordinator is directly responsible for a variety of research financial and administrative activities of the Global Water Sustainability Research Group (GloWS) within the Departments of Earth & Environmental Sciences and Civil & Environmental Engineering at the University of Waterloo. The Project Coordinator is the management interface of the GloWS with industry and government partners and broader research partnerships such as the Solutionscapes Network. Under the direction of Dr. Basu the Project Coordinator will support project management activities for the full project life cycle for multiple projects at various stages of completion. Note that a significant portion of the position will support the $6M Solutionscapes project.

This role is contingent on funding.

Project Coordination

• Support project team (professors researchers students) at various stages of the research project to ensure deliverables and milestones are met in accordance with projects scope benefits impacts budget and timeline goals
• Synthesis and integration specifically with respect to technical/reporting requirements organization including the development of a critical path to ensure objectives are met in a timely manner and scheduling for all research activities described above
• Coordination of communications science and financial reporting across a team of 15 faculty collaborators and over 40 students PDFs and Research scientists
• Initiate and maintain relationships with external partners/stakeholders
• Support the preparation of research proposals
• Support regular reporting requirements including metrics related to stakeholder and partner engagement Highly Qualified Personnel (HQP) mobility and knowledge translation
• Assist the team Fieldwork Lead to coordinate the maintenance of field sensors and activities
• Coordinate the purchase of research equipment and supplies
• Assist the team Computational Lead to coordinate the purchasing and maintenance of computational infrastructure
• Assist with administration and financial management of project accounts
• Become knowledgeable in funding opportunities and their policies potentially applicable for project research activities particularly for partnership with industry NGOs and international collaborators
• Participate in the hiring of new coop students (e.g. create postings conduct interviews submit evaluations hire through Workday)
• As authorized by PI procurement of lab and field supplies and research equipment for projects within project budget and as per university of Waterloo policies
• Support colleagues and students by for example fielding general questions; helpfully linking researchers with relevant colleagues partners and resources; ensuring communication of relevant information

Communications Events and Outreach Activities

• Plan and coordinate outreach events (e.g. stakeholder workshops lecture series seminars). This will include ensuring that all project deliverables related to meeting organization are satisfied coordinating meeting logistics (e.g. venue selection travel details food reimbursements) and reporting on these activities
• Coordinate meetings draft minutes and action items and ensure action items are completed in a timely way
• Liaise with Water Institute and University of Waterloo communications personnel to promote project achievements event etc
• Maintain content relevant to external partners/stakeholders/public on the Solutionscapes website POSEIDON website labgroup wenbsite and other projects website as needed
• Create and maintain relevant social media accounts (e.g. Facebook X LinkedIn)
• Coordinate with KM specialist to maintain newsletters and infographics related to projects
• Assist with the production of end user documentation as needed
• Provide general assistance to undergraduate and graduate students including assisting with the preparation of paperwork presentations proofreading documents identification of resources and issues related to the acquisition of materials and supplies
• Work with the KM Specialist to help create products for knowledge dissemination such as booklets information video tables charts reports conference posters and journal articles

Financial Management

• The incumbent has signing authority on all accounts and is responsible for a variety of administrative aspects relating to staff and students (e.g. paperwork/forms purchasing shipping travel/expense claims cheque requisitions)
• Is responsible for the financial management of all research grants and contracts for the Water Sustainability group and collaborators in accordance with relevant university policies and negotiated sponsor agreements. Specific responsibilities include financial forecasting monitoring of accounts authorization of expenditures reconciliation establishment of payroll
• Is responsible for financial reporting as required by funding agencies and the Office of Research. The incumbent works with the investigators and the Office of Research to ensure that industry cash and inkind contributions are in place. Reporting will require identification of the necessary data procurement of such data analysis of the data and production of the detailed and summary reports as are appropriate to the funding agency industry contacts or auditors
• Assist with staff and student pay (work with PIs for payroll allocations coop student pay graduate student stipends)
• Act as a liaison with the granting agencies industry Office of Research Finance and the Department and facilitate the administrative requirements of research staff (including technical staff visitors postdoctoral fellows graduate and undergraduate students) involved with the various projects
• Provide guidance/advice to Principal Investigators (PIs) and other research staff on financial rules and policies. Ensure that researchers and respective research personnel are compliant with UW research finances policies and procedures and those set forth by external granting agencies. Maintain project files and supports the efforts of audits as required. Assist PIs and researchers with the comprehension of financial reports
• Coordinate the purchase of equipment and supplies for the group including the sourcing and procurement of major equipment and is knowledgeable of Policy 17 outlining UWs standards of ethics for procurement. The incumbent is responsible for maintaining records of all purchases and for ensuring eligibility and budget allocations are adequate and appropriate
• Works closely with the Department Financial Administrative Officer on matters relating to faculty research accounts and ensures that procedures are in place in order that monthly research account statements are reviewed and reconciled. Notifies Principal Investigators and/or designates of discrepancies and followsup to resolve on a timely basis
• Makes recommendations to Water Sustainability Group Director and the departmental Financial Administrative Officer with respect to deficit resolution strategies

Other

• Stays relevant on changes in granting agency regulations University policies and procedures research administration practices and new technology or programs
• Maintains procedures and documentation pertaining to the responsibilities of the position
• Other duties as assigned by Dr. Basu

• Degree in Engineering Environmental Studies or Sciences or related fields; graduate degree preferred
• 35 years experience as a project coordinator in an academic setting
• Experience with large interdisciplinary and multiinstitutional research programs with diverse members stakeholders and organizations from various disciplines across academic industry government and community
• Demonstrated program/project management skills and experience
• Demonstrated excellent analytical skills to comprehensively analyze and interpret policies procedures and situations in a multifaceted way
• Experience in meeting and conference planning
• Experience with social media and online communications
• Ability to work effectively in a team and independently to manage multiple and competing priorities and to adapt to a changing environment
• Excellent written and verbal communication skills including the ability to provide and present timely and relevant feedback/reporting to various stakeholders
• Ability to exercise leadership without formal authority and work in a team environment
• Business maturity and awareness with topics and matters that are confidential and sensitive
• Demonstrated ability to apply new concepts tools and processes
• Proven ability to manage conflicting priorities and deadlines
• Attitude and aptitude for continuous improvement and change management coupled with a pragmatic and flexible approach to getting things done; independently or in a team setting
• Fluent in English
• Advanced skills in MS Word Excel PowerPoint Teams
• Advanced skills in SharePoint web content management Adobe software Outlook calendar and email management social media
• Background in computational skillsets to manage the groups computational infrastructure is desirable though not critical
• This position may involve some travel (local to international) for conferences projectspecific meetings workshops etc

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity antiracism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Mtis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources atorext. 45935.