Project Administrator, Mechanical & Manufacturing Engineering
University of CalgaryDescription Mechanical & Manufacturing Engineering within the Schulich School of Engineering is currently seeking a Full-time Limited Term Project Administrator for approximately 2 years. Reporting to the Manager, Department Operations, the Project Administrator is responsible for providing accurate information and guidance to faculty with respect to the procedures, policies and regulations of Research Services, Supply Chain Management, Finance, and Human Resources. This position will assist with the coordination and administration of research accounts for faculty members within the department. This includes the application and award process for new research grants and contracts, supporting new research personnel, processing all research-related transfers and verification of research accounts. This role processes HR and finance-related transactions for the department, faculty members, research groups, and students. Summary of Key Responsibilities (job functions include but are not limited to): Provide advice to faculty members, staff, and graduate students regarding established University policies and regulations related to research projects. Advise faculty members on established granting agency rules and regulations, i.e. guidelines regarding acceptable and non-acceptable expenditures of various grants and helping to ensure all expenses are eligible and has supporting documentation. Coordinate with appropriate university partners to facilitate the establishment and compliance of new research accounts and projects. Monitor these research accounts to ensure correct revenue has been received, and follow up with research accounting as required. Assist faculty members with managing their research accounts by tracking project balances and end dates, and advising them on areas requiring immediate action such as over-expenditures and expiring projects. Involved in year-end review of project accounts, including preparing journal voucher requests to clear over-expenditures and zero out expired accounts. Oversees the detailed review of research and endowment accounts for the department to ensure that expenditures do not exceed the funding available; prepare journal voucher requests as required. Supports the Manager, Department Operations and Department Head regarding department account transactions including preparing journal voucher requests, A/R billing requests, submitting expense reports, honoraria and non-employee expense reports. Responsible for ordering and purchasing of equipment, materials, and supplies for the department and faculty members. Manages and facilitates the department speaker series in coordination with designated faculty members. Responsible for the retention of financial records, and tracking research project information. Responsible for the administration of faculty recruitment and appointments. Responsible for overseeing and coordinating academic hiring across the department and the faculty as a whole, ensuring that recruitment processes are strategic, transparent, and aligned with institutional priorities. Qualifications / Requirements: A post-secondary business administration/accounting degree or diploma. A minimum of 3 years of experience, preferably in a university environment. A combination of education and directly related experience may be considered. Intermediate proficiency with Microsoft Office 365 is required Experience with financial reporting systems. Experience in PeopleSoft including e-procurement, travel & expense, A/P and payroll modules. Demonstrated experience in academic recruitment and hiring, preferably within a university or post-secondary institution, with the ability to oversee hiring processes. Demonstrated strong organizational, communication and interpersonal skills. Demonstrated problem-solving ability. Must be able to read and understand contracts and grants Ability to multi-task due to shifting priorities. Highly developed interpersonal, time management and communication skills ar…