Strategic Support Coordinator and Writer

University of Alberta

ENG Electrical & Comp Engineer

Competition No. - S107448848

Posting Date - Oct 21, 2022

Closing Date - Nov 04, 2022

Position Type - Full Time - Operating Funded

Salary Range - $50,425 to $68,486 per year

Grade - 08

Hours - 35

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 2 years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location: This role is hybrid with a mix of remote and in-person and work is primarily located at North Campus, Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada's Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people-from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

This is a newly created position in the Department of Electrical & Computer Engineering (ECE) to address our research grants and awards for faculty members and to assist in implementing the Department's strategic plan.

Position Summary

Reporting to the Academic Department Manager ECE (ADM), the Strategic Support Coordinator (SSC) will have two main roles:

  • Technical writing: The SSC will be responsible for assisting with the preparation and submission of research, service, training, and other grant proposals to support the activities of the ECE Department. This will involve identifying funding opportunities, helping to coordinate preparation of large proposals, assisting department faculty members with preparation of funding requests, writing portions of grant submissions, technical editing/reviewing of grant submissions written by others, facilitating the submission of grant proposals, and the maintenance of records and generation of reports related to the grant submission activity of the Department. The SSC will also assist faculty members and the Chair with other technical and scientific writing needs (e.g. reference letters, award applications, manuscripts, technical reports, Lab Manuals etc.) and coordinate materials for award applications for faculty members in the Department
  • Strategic project coordination: The SSC will work with the Department Chair and the ADM to implement the Strategic Plan for ECE. This will involve writing policies, procedures, terms of reference, correspondence, and other operational materials; conducting research on and providing reports to various stakeholders on strategic issues; brokering information within Department (research space assignments, teaching assignments, FOIP requests, memoranda of understanding, etc.); collating materials, research, and reports needed for accreditation and renewal of the Department's undergraduate and graduate programs; updating and maintaining the Department's website; among other activities.

Duties

The SSC will report directly to the Academic Department Manager and will also receive high-level direction and advice from the ECE Department Chair.

Technical writing (50%):

Key tasks will include:

  • Editing, writing, and coordinating grant proposals, manuscripts, and other documents related to academic research; preparing drafts of portions of proposals or supporting documents, including project narratives, budgets, etc., in a timely manner to meet grant application deadlines; organizing and/or re-formatting information to assist PIs in responding to sponsor requests for research progress and final reports.
  • Developing and facilitating efficient proposal processes, including encouragement of early identification of opportunities, facilitation of proposal preparation, and enhancement of proposal quality prior to submission (e.g. pre-review of editorial and technical aspects); minimizing preparation burden on PIs; ensuring high quality customer service.
  • Training faculty members and research staff (e.g. postdoctoral fellows, research associates, technical writers) on departmental proposal processes, research funding opportunities, institutional procedures, etc.
  • Identifying opportunities for peer-reviewed funding, locating suitable applicants, and providing support with grant preparation; working with Principle Investigators (PIs) and other staff to ensure timely submission of proposals so as to maximize external funding for their research programs.
  • Researching institutional and sponsor policies and regulations to ensure successful implementation in accordance with grant contract terms and agency requirements.
  • Identifying award opportunities; coordinating, editing, and reviewing award applications prior to submission; drafting supporting documents for the Department; serving as an ex-officio member and secretary for the ECE Awards Committee.
  • Assisting with internal scholarly review and mentorship process aimed at improving the quality and competitiveness of proposals to the NSERC Discovery Grant program.
  • Liaising with the University Research Services Office (RSO), with NSERC, with CFI, and with other funding agencies to assist researchers in ensuring that funding applications meet all administrative requirements.
  • Drafting Department letters of support for grants; assisting the Department Chair in comments requested by funding organizations (e.g. comments on NSERC IRC reports).
  • Editing highly technical documents to high standards, sometimes under tight deadlines.
  • Creating and updating templates for standard portions of proposals.
  • Discovering and implementing best practices.

Strategic project coordination (50%):

Key tasks will include:

  • Working with the ADM to develop and maintain an operations manual for the Department. This will involve developing templates for terms of reference, memoranda of understanding, policies, and procedures, as well as researching, writing, editing, and reviewing drafts for terms of reference, memoranda of understanding, policies, and procedures.
  • Working with the ADM and Administrative Assistant to the Chair to manage documentation and version control. Working with the ADM to contribute to the departmental vision, values, and strategic plan; implementing strategies and providing progress reports on alignment and delivery of strategic issues, as well as Faculty- and University-wide initiatives.
  • Conducting research on strategic issues and preparing reports for the Department Chair, ADM, Vice Chair, and others.
  • Drafting correspondence on behalf of the Department Chair (or assisting researchers with the drafting of such letters) for awards and proposals.
  • Serving as the point of contact for program accreditation by the Canadian Engineering Accreditation Board (CEAB). This includes working with the Vice Chair to coordinate undergraduate program renewal, coordinate and prepare reports required by CEAB, and ensure complete collection of post-course assessments and graduate attributes, as well as attending Academic Planning Committee meetings on behalf of the ADM. Liaise with the Associate Dean (Programs & Planning, Faculty of Engineering) on accreditation activities and reports.
  • Working with the Vice Chair on the Continual Improvement processes (for program accreditation) and program renewal. Coordinating information and researching issues related to synchronizing graduate programs in the Department; on-going evaluation of the graduate programs and admissions standards.
  • Working with the Associate Dean - ECE Graduate Program to write, edit, review, update, and maintain the graduate program manuals, admissions policies, and website; working with the Associate Dean on creating forms and databases to track all the information related to the Department's graduate program (e.g. Form for Conditional Pass of a Candidacy Exam, Applicant Evaluation Form for graduate admissions).
  • Working with the Research and Planning Committee to coordinate CFI grants and other large research initiatives.
  • Working with the Research and Planning Committee to coordinate research space requests and assignments; maintaining and updating the research space website, documenting assignment changes, and maintaining a record/database of past research space assignments and usage.
  • Updating and maintaining the Departmental and research group webpages; assisting faculty members with updating their personal web pages.
  • Maintaining accurate and timely records to track progress of multiple projects and deliverables.
  • Performing other duties as assigned.

Minimum Qualifications

  • Undergraduate degree in engineering or natural sciences or equivalent, postgraduate degree preferred.
  • At least 4 years of prior experience in a job position requiring the management of multiple tasks and priorities, as well as delivery of presentations and communiques.
  • Minimum of 2 years of professional work experience preparing grants, scientific manuscripts, or other technical reports. Grant proposal writing and development experience, particularly with tri-council funding programs, will be considered a major asset.
  • Excellent interpersonal, organizational, and time management skills; ability to multi-task without losing attention to detail.
  • Ability to manage timelines, to prioritize tasks, and to work under pressure during periods leading up to critical funding application deadlines.
  • Proven ability to lead projects and new initiatives is preferred.
  • An effective communicator, capable of determining how best to reach different audiences and execute communications based on that understanding.
  • Flexibility in approach and demeanor in order to align with the shifting demands of evolving circumstances.
  • Familiarity with a variety of editing style guides.
  • Advanced knowledge of engineering terminology; technical publishing; grammar, syntax, and usage; new media, print, and web-based writing processes.
  • Attention to detail and accuracy, with demonstrated ability to create high-quality documents.
  • An ability to interpret and assimilate complex program guidelines, and to summarize them in a meaningful way to researchers.
  • Demonstrated ability to work in a team environment and meet goals in a timely manner.
  • Ability to work productively with great autonomy and minimal supervision, and equally able to take direction, elicit input from others, and respond to feedback.
  • Ability to establish and maintain working relationships with researchers, senior administration, government agencies, and industry.
  • Ability to initiate and implement multiple projects simultaneously.
  • Ability to make effective presentations to faculty members and other authors in face-to-face meetings and on telephone conference calls.
  • Moderate-to-high level computer skills (e.g. Microsoft Word, Excel, PowerPoint; Adobe Creative Suite; Google Suite; Chrome, etc.).

Preferred Qualifications

  • Familiarity with the University of Alberta is an asset.
  • Familiarity with content management systems for websites is an asset.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Metis 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.

To apply, please visit: https://www.careers.ualberta.ca/Competition/S107448848/

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Metis 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.

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Edmonton, AB, Canada
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