Department Assistant, Research and Innovation

The Research Office is responsible for advancing the research enterprise of the University by obtaining, allocating, and administrating research grants, negotiating research contracts, and ensuring compliance to national and international standards in human and animal ethics certification.

The Department Assistant is a full-time continuing position responsible for supporting the Executive Assistant and the Director, Research Services. The successful candidate will ensure that the day-to-day functioning of the Research Office runs smoothly by providing specialized office assistance, managing the post-award tasks for research grants and assisting in communications regarding Research Office activities.

Responsibilities:

• Supports the efficient day-to-day functioning of the office.
• Organizes and schedules a range of Research Office meetings.
• Organizes and schedules various committees, including preparing notices, agendas, and any accompanying materials.
• Arranges and attends Research Office committee meetings, takes, transcribes and distributes minutes.
• Assist with organizing new staff onboarding.
• Operates and/or trains others in the operation of automated office equipment and arranges servicing as needed.
• Makes travel arrangements, processing and monitoring related documentation.
• Maintains digital and physical departmental files, information, inventory and records.
• Processes incoming and outgoing mail and mailings, and arranges for couriers.
• Compiles data and statistics for the preparation of research-related reports.
• Provides assistance in coordinating research-related events.
• Supports the drafting of letters of invitation to Postdoctoral Fellows, Visiting Scholars, and Research Scholars and coordinates with Human Resources to facilitate the final invitations.
• Acts as the main administrative coordinator for iThenticate.
• Monitors Research Office and individual research accounts, providing account balances and histories for reports information related to contracts and agreements for individual researchers.
• Contributes to the annual President’s Report for the office of the Vice-President, Research and Innovation, along with the full office annual report.
• Assists in maintaining and monitoring departmental budgets, monthly statements and transfers.
• Responds to inquiries from individual researchers about grant account balances, eligibility of expenditures, account histories, Research Office policies and processes, procedures for applications, contracts, renewals, amendments, status reporting, and final reports.
• Performs post-award record-keeping of grant/contract funds by creating award notifications and MOUs, drawing up transfer requests, requesting new accounts for external research funds; and maintaining specialty software for grant tracking.
• Manages the general Research Office email inbox.
• Updates and gathers information from staff for a bi-weekly newsletter, including formatting new content for approval.
• Gathers updates to the Research Manual and other informational handbooks and materials, including editing and proofreading.
• Coordinates internal support services in the preparation, publication and distribution of promotional materials, directories, and brochures for research-related activities.
• Updates and maintains SharePoint and Research Office website.
• Performs other related duties as required or assigned.

Qualifications:

• High school completion or equivalent program of studies with office skills training
• Undergraduate degree preferred
• Completion of a formal training program in a related discipline from a recognized institution.
• Minimum 4 years in an office setting or an acceptable equivalent combination of education and experience
• Experience in the use of standard office equipment – PC; multi-function printer
• Experience studying or working in post-secondary environment an asset.
• Ability to plan, organize, prioritize and coordinate work activities within and between work groups and supervise secretarial, accounting and complex clerical functions.
• Ability to conduct oneself with a high degree of professionalism.
• Excellent interpersonal skills.
• Computer skills including use of specialized software for grant tracking and administration, experience with Microsoft 365, Cascade, or Envoke software an asset.
• Excellent time management and organizational skills.
• Excellent file management / organization skills.
• Ability to problem-solve.
• Ability to work with interruptions.
• Well-developed oral and written communication skills with ability to develop detailed reports and make presentations when required.
• Ability to understand and/or develop University specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them.
• Ability to establish and maintain effective working relationships with all levels of students, staff, public and external contacts.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered. 

Condition(s) of Employment:

• Must be legally entitled to work in Canada.

The salary range for this position will be from $37,437.40 to $51,688.00 annually.

Note:  The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week.

Please include a cover letter with your application.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.