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Project Coordinator - ALPHA-g, Physics & Astronomy, Faculty of Science

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Job ID: 15675

Updated: July 19, 2018

Location: Main Campus

Position Overview

The Department of Physics & Astronomy in the Faculty of Science invites applications for a Project Coordinator - ALPHA-g . This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.

Reporting to the ALPHA-g CFI Principle Investigator (PI), the Project Coordinator is responsible for supporting the ALPHA-g CFI PI, ALPHA-g Project Scientists, ALPHA-g Senior Project team members and the Research Services team with day-to-day administration and key project support. ALPHA-g is a $17M CFI project to build a third-generation apparatus to study antimatter at CERN (Geneva Switzerland) by the multinational ALPHA Collaboration (see The ALPHA Collaboration and the ALPHA-g CFI Project are large, multinational collaborations involving scientists, partner institutions, and suppliers from across Europe, North America, Asia, South America and the Middle East. Therefore, although this position will be stationed at the University of Calgary, it will involve working with a broad range of national and international individuals, institutions, and corporations.

Standard hours will be Monday to Friday, 8:30 am to 4:30 pm, although the incumbent will need to have the flexibility to adjust hours as needed to attend some teleconference meetings outside standard hours. There are estimated expected peak work periods occurring November through March.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Provide key support to the ALPHA-g Project implementation
  • Advise and assist ALPHA-g PI and Senior Scientists to make financial, personnel , and timeline decisions for the projects and organizing project communications and meetings
  • Identify any project administration matters (for example, identify upcoming CFI financial or general reporting requirements and ensures all required data is in place)
  • Identify and create solutions and/or process improvements in collaboration with suppliers, project partners and University Administration
  • Take an on-going partnership role in interactions with Research Services and Supply Chain Management in matters related to account and grant administration and purchasing
  • Track and report to the PI on project timelines, financial status, budgetary projections Management of research project accounts on an annual or semi-annual basis
  • Interact directly with project partners and coordinate any cross-institution funding agreements with University of Calgary, SFU and UBC
  • Interact with Legal on matters related project specific requirements.
  • Oversee compliance of all project expenses (POs, p-card) with project members as directed by Research Services
  • Assist with research equipment purchases and expense reimbursements using the PeopleSoft Financial system. Maintain all required documentation and provide to the RSO compliance team
  • Responsible for interaction with Vendors (including vendor set up, tracking of orders, account status, etc)
  • Take a leadership role in interactions with Supply Chain Management on matters relating to purchasing and reception of goods
  • Coordinate shipping of ALPHA-g materials and components between partner institutions and to CERN
  • Provide advice and direction to faculty members and graduate students regarding project set up, expense reports, ensuring all expenses are eligible and within granting agency rules and University policies
  • Coordinate with HR on setup of appointments for ALPHA-g Project, including onboarding and hiring processes
  • Provide support to on-boarding, access provisioning, and off-boarding of ALPHA-g project personnel
  • Assume overload responsibilities during peak periods by providing assistance when and where it is needed and perform any other related duties.

Qualifications / Requirements:

  • Minimum grade 12, however, a post-secondary Degree/Diploma in Business Management or related field would be an asset
  • Experience with budgeting, operating , project management and HR
  • Experience with HR eFIN, Cognos and PeopleSoft experience
  • Minimum two to three years of relevant experience in an administrative role with an emphasis on communication, multi-tasking, and problem-solving
  • Experience within a University setting would be an asset
  • Demonstrated experience coordinating administrative and office procedures
  • Fundamental knowledge of basic accounting principles
  • Excellent computer skills with Microsoft Office is required. Knowledge of PeopleSoft eFIN would be considered an asset
  • Proven customer service skills to provide timely information to a diverse clientele respectfully Proven organizational skills with an ability to set priorities and complete multiple tasks accurately within specified timelines in order to meet deadlines
  • Excellent oral and written communication skills to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality and discretion
  • Demonstrated ability to take initiative and work independently with limited supervision
  • French language skills (verbal and written) would be a valuable asset

Application Deadline: June 10, 2018

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Science visit Careers in the Faculty of Science.


About the University of Calgary

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The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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