Research and Grants Officer-2

McGill University -

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Faculty of Science

Position Summary:
Under the direction of the Director of Administration, Faculty of Science and working closely with the Dean and Associate Dean (Research), the Research and Grants Officer (RGO) will be responsible to provide professional expertise and advice to the Science research community on a variety of activities relating to standard granting agencies, procedures and guidelines for regular competitions and open calls for proposals. The RGO will manage and support the delivery of research administration services and will participate in the development and improvement of procedures and or/controls to enhance the services provided to departments. The RGO will also act as a subject matter expert on funding opportunities and will advise the McGill research community on how to maximize funding potential from a range of funding sources with a focus on provincial, federal and international granting agencies.

Primary Roles and Responsibilities:
Work closely with the Dean and Associate Dean (Research) to support the Faculty of Science strategic research plan by providing recommendations and advice on the development of research chairs (Canada Research Chairs, James McGill Professors, William Dawson Scholars), and CFI-IF and CFI-JELF grant proposals for nominated faculty members. Liaise between the Faculty and central administration regarding university policies and procedures for institutional grant nominations.

Responsible for providing extensive editing and proofing of letters of recommendation and nomination letters drafted by Departmental Chairs and Directors, validate information on letters by cross-checking with the nominee’s CV, present letters to the Dean and Associate Dean (Research) for final approval and signature.

Provide professional expertise to the Dean, Associate Dean (Research), and departmental nomination committees in preparing, compiling, and submitting dossiers and supporting documentation for research awards (tri-council, Royal Society of Canada, Sloan Fellowships, Faculty of Science Fessenden Award, etc.), and prizes (Killam Prize, Principal’s Prize for Outstanding Emerging Researcher, etc.)

Design and implement a prospective plan for prizes and awards based on eligibility criteria. Monitor the faculty’s nomination procedures to enhance the nomination process, working directly with the Associate Vice Principal (Research), Dean, Associate Dean (Research), Office of Sponsored Research (OSR), Departmental Chairs and Directors, and departmental nomination committees.

Develop and prepare letters of invitation for postdoctoral fellowships (e.g. Marie Sklowdowska-Curie Global Postdoctoral Fellowship) in collaboration with faculty supervisor(s), Faculty of Science HR and Immigration Advisor personnel, and the Office of Graduate and Post-Doctoral Studies, and obtain confirmation on departmental commitments (cash and or in-kind) from Departmental Chairs and Directors that will be provided in support of the Fellowship.

Advise researchers in the Faculty with OSR checklists, table of commitments, and other required form(s) when applying for grants and awards. Electronically receive, review, validate, and obtain Faculty approval from the Dean and/or Associate Dean (research) on all OSR checklists (and table of commitments, if applicable) for all grants and award applications submitted by a faculty member to an external agency, institution, or industry partner.

Serve as an Advisor for researchers in the Faculty to answer questions more complex questions that may arise about various funding competitions, particularly from NSERC, CIHR, SSHRC, and NFRF. Track requests for grant assistance and ensure appropriate follow-ups with researchers and staff until the request is completed. Oversee the maintenance of tracking and recording of all support requests.

Provide professional support to researchers and staff in the Faculty on matters related to research grants, funding opportunities, awards, and prizes. Oversee and support researchers resolve administrative problems that may arise on research grants (e.g. obtaining an extension on a grant for justifiable reasons) by articulating the problem and proposed alternatives to OSR.

Liaise with OSR and Innovation + Partnerships (I+P) staff on higher-level eligibility matters of grant preparation and submission. Facilitate obtaining institutional approval from OSR or I+P when institutional support and/or approval is required prior to submitting a grant or an award.

Study, monitor, and keep up to date with new developments, research opportunities, new government programs, and other relevant activities in areas that are of interest to the Faculty.

Attend the Canadian Association of Research Administrators conference every two years to remain up to date with changes in the research institution sector, learn new techniques for managing large-scale research grants, and share best practices with sister institutions across Canada. Contribute to the McGill Research Administrators Network by attending quarterly meetings and workshops.

Co-organize two information sessions per year with Associate Dean (Graduate Education) on topics and activities that are particularly relevant to new Faculty of Science academic hires.

Support the Associate Dean (Research) with administrative aspects pertaining to the internal Wares Prospector Innovator Fund and Tomlinson Scholar competitions.

Undertake special assignments under the direction of the Dean and Associate Dean (Research), which includes performing an in-depth comparative analysis of NSERC Discovery and RTI success rates from U15 universities among a defined class of Evaluation Groups to use as one of the key performance metrics in research activity for the faculty.

Organize and host “Soup and Science,” one of the faculty’s most important undergraduate events in the fall and winter semesters. Main responsibilities include recruiting Faculty members as speakers and student volunteers, extensively advertising the event across various channels (Listserv, What’s New, student associations, departments, website, and Facebook). Assist with booking a venue hall, managing catering contract, and ordering prizes for students (e.g. gift certificates, t-shirts), uploading event recordings on the Faculty’s YouTube channel.

Supervise support staff.

Other qualifying skills and/or abilities

Strong background in funding agency or equivalent request for proposal environment, preferably within a university environment. Very strong attention to detail and demonstrated ability to interpret and understand complex funding agency rules, policies and deadlines. Excellent customer service skills. Ability to prioritize tasks, meet deadlines and manage projects simultaneously. Ability to work independently and within cross functional teams engaging people from multiple areas within McGill and funding agencies. Demonstrated ability to work in a team environment. Proven ability to work and achieve objectives within a complex policy and procedure framework. Excellent knowledge of the Microsoft Suite (PowerPoint, Word, Excel) and online meeting software. Excellent knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.


Minimum Education and Experience:
Bachelor’s Degree 3 Years Related Experience /

Annual Salary:
(MPEX Grade 05) $69,430.00 – $86,790.00 – $104,150.00

Hours per Week:
33.75 (Full time)

Director of Administration and Operations

Position End Date (If applicable):
Deadline to Apply:

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].

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