POSITION TITLE:Project Manager, Strategic Partnerships and Initiatives
CLOSING DATE:June 28, 2021

Reporting to the Assistant Scientific Director, the Project Manager, Strategic Partnerships and Initiatives works closely with the Scientific Director to manage relationships with key stakeholders, creates new partnership opportunities and initiatives, and champions and manages new projects as they arise. A thought leader, the incumbent provides clear and sound advice regarding trends in military and Veteran health policy and research, and the impact they will have on stakeholders and research projects. The incumbent provides analytical, research, administrative and project management support to facilitate strategic decision-making and policy development. This includes preparing briefing notes, presentations, reports and proposals. The Project Manager provides leadership and expert-level technical advice on the development, implementation, and evaluation of project activities along, and supports knowledge mobilization and communications activities. The Project Manager plays a critical role in the management and oversight of select working groups dedicated to military and Veteran health research.  The incumbent applies project management methods and best practices to ensure successful implementation of the project objectives. Through their work building strong partnerships, the Project Manager acts as a brand ambassador and works closely with members of the CIMVHR team to extend the reach of and build the CIMVHR brand.

The incumbent manages select funding opportunities and contracts and is responsible for implementing policies and procedures for these opportunities, in consultation with the Assistant Scientific Director.  The Project Manager provides a high level of expertise and strategic direction to the operations of contracts and projects, with duties including project and contract-related reporting; monitoring financial expenses; preparing reports and communication materials; and coordinating special projects and events.

  • Take lead on several sub-committees, special projects and working groups, which involves establishing annual work plans, preparing meeting material, attending meetings, serving as a resource for the groups and assigning action items for follow up. This also includes investigating issues, seeking feedback, managing risks, anticipating challenges and making recommendations. Liaise with counterparts at sponsoring organizations and keep CIMVHR leadership informed of emerging issues and provides advice on how to manage them.
  • Carry out data analysis and research support by collecting, synthesizing and interpreting complex material and data to facilitate strategic decision-making.
  • Work closely with the Communications, Engagement and Events Manager to monitor media reports and government announcements, track and report on trends, policy issues and opportunities. Proactively identify areas of strategic opportunity for CIMVHR.
  • Develop briefing notes, correspondence, reports, presentations, proposals and other short- and long-term planning documents, that are often sensitive and/or confidential in nature.
  • Manage special projects and activities, including writing technical reports and supporting CIMVHR Forum-related assignments, working collaboratively with CIMVHR team members.
  • Serve as the primary liaison and communicate with internal and external stakeholders, including industry and philanthropic partners.
  • Analyse information requests and define data requirements. Take the lead in developing strategies to collect, organize, model and analyse information from a variety of different sources.
  • Provide leadership and manage all operational aspects and day-to-day operations of multi-million dollar CIMVHR funding opportunities and contracts, in consultation with the Assistant Scientific Director and in partnership with strategic partners.
  • Ensure the goals and objectives of funding sponsors are being met, deliverables are acceptable, and project-related problems are being addressed and managed appropriately. Advise the Assistant Scientific Director of any pending issues related to projects including inability to meet current deliverable dates, scope of work changes, currently approved project budgets, invoices, security concerns, pending amendments, or other relevant matters.
  • Administer contract funding and overhead distribution, monitor research accounts, and liaise with CIMVHR financial staff and Queen’s University Research Accounting related to the financial administration of contract funding and ongoing successful administration of contracts and projects.
  • Negotiate contracts with third party institutions and liaise with and resolve contracting issues and legal impediments with subcontracting institutions, legal representatives, and representatives of funding partners. Provide guidance/advice on the review for legal agreements for respective contracts. Analyze all draft legal agreements to identify issues and risk. Based on assessment of the draft agreement, selects the appropriate Reviewer(s) for each. See contracts and agreements through to execution, consulting with Queen’s Research Contracts Unit where appropriate on all matters related to individual and master agreements.
  • In consultation with the Assistant Scientific Director, develop funding calls and criteria for assessment of applications for individual funding competitions. Work in collaboration with CIMVHR staff to publish calls through CIMVHR’s network, on the CIMVHR website, and other communication channels. Collate reviews from an online submission portal and manage the review and selection processes in consultation with the Scientific Director and the funding sponsor. Provide notification of decision to applicants.
  • In coordination with CIMVHR staff, develop, implement, and monitor all policies and procedures related to the CIMVHR peer review process and assist with the ongoing development of the College of Peer Reviewers as requested.
  • Maintain records utilizing principles and tools of project management and ensure changes to deliverable dates or project details are updated regularly.
  • Develop accountability frameworks for researchers.
  • Provide expertise and insight to staff and stakeholders on issues relating to Queen’s research administration, research accounting, ethics, and contract processes.
  • Provide work direction and technical guidance to staff and volunteers. Coordinate and monitor work flow to oversee completion of assignments.
  • Develop documentation regarding research projects as needed, including drafting new templates, information briefs, PowerPoint presentations, and other written materials. Work with the funding sponsor and the Assistant Scientific Director to draft public-facing communications related to active projects. Coordinate the publication of this material with CIMVHR staff. Contribute content to the CIMVHR website, annual report, and social media accounts.
  • Prepare regular reports (financial or other) for stakeholders and Queen’s University as required. Liaise with other contracts staff to prepare an annual summary of challenges, lessons learned, and recommendations for improving contract processes or stakeholder relations for the contract.
  • Work collaboratively with CIMVHR leadership and staff to identify and leverage opportunities for increased operational and programmatic efficiencies. Prepare, revise, or modify policies, processes, or procedures as required to support these identified efficiencies.
  • Identify and pursue opportunities for strategic growth, strengthening of CIMVHR’s brand nationally and internationally, and contributing to revenue growth.
  • Present at and/or attend workshops or meetings, serving as a representative of CIMVHR, while developing or strengthening existing relationships and collaborations.
  • Lead and support special meetings and events, including organizing national and regional engagement sessions with stakeholders.
  • Participate in screening and interviewing job candidates and providing input into staff or volunteer selection. Assign work and oversee its completion.
  • Lead the development and implementation of plans for strategic growth or strategic initiatives in conjunction with the CIMVHR leadership.
  • Undertake other duties as required in support of CIMVHR.
  • Manage and monitor the granting and budgeting aspect of CIMVHR contracts and projects. Ensure all financial allocations and expenditures are in accordance with the appropriate guidelines and regulations. Perform account administration as required.
  • Manage timely submission of all required financial reporting to funding sponsors. Provide CIMVHR leadership with all necessary financial information required for strategic planning purposes.
  • Monitor research project account activity and ensure the accuracy and validity of account transactions according to University-wide financial and accounting policies, internal controls, and systems. Prepare complex budget proposals and monitor spending progress.
  • Reviews financial policies, internal controls and systems, and recommends changes to the contracting process to increase efficiency and effectiveness.
  • University degree in public administration or related field. Master’s degree is considered an asset.
  • Several years (minimum 5+) of experience providing comprehensive research and analytical support to senior leadership teams and committees. Previous work experience in the area of contract administration or legal review (paralegal, etc.) is considered an asset.
  • Education and/or experience in government, public policy, health care sector and/or higher education administration is considered an asset.
  • Experience in leadership/supervisory capacity.
  • Proven project management skills, along with demonstrated computer skills including extensive knowledge of Word, Excel, PowerPoint and database management systems.
  • Proven relationship management skills with demonstrated experience with industry, philanthropic and government agencies.
  • Demonstrated business administration and project management certification/experience is considered an asset.
  • Previous work in a University research environment is considered an asset.
  • Knowledge of Queen’s University structure and financial/computing/administrative systems, procedures, policies and regulations is considered an asset.
  • Bilingualism (English/French) is considered an asset.
  • Consideration may be given to an equivalent combination of education and experience.
  • Respects diversity and promotes inclusion in the workplace.
  • Exceptional interpersonal skills, ability to work collaboratively with internal and external stakeholders, demonstrating a high level of tact, diplomacy and discretion.
  • Excellent written and verbal communication skills: extensive experience preparing reports, presentations, briefing notes, proposals, etc.
  • Excellent document management skills in order to manage amendments and different versions of complex legal amendments.
  • Highly motivated with the ability to work autonomously and use good judgement when making decisions.
  • Demonstrated ability to facilitate collaboration amongst multiple groups.
  • Proven administrative and computer skills (MS Office suite and MS Project) to develop, implement and coordinate a range of support.
  • Strong health policy writing, health data analysis and evaluation skills.
  • Excellent analytical, problem-solving, and planning skills to co-ordinate and support the day-to-day activities of project team.
  • Superior organizational, planning and administrative skills with the ability to cope with multiple demands, manage competing priorities, and meet deadlines.
  • Strong analytical, research and problem solving skills with the ability to synthesize and interpret information, make recommendations and manage complex situation.
  • Ability to show initiative, take ownership and work effectively on diverse and multi-faceted issues.
  • Willingness to work flexible hours on occasion, as required.
  • Strong initiative and self-motivation with a demonstrated ability to work independently, assume responsibility, and significantly contribute to a positive work environment.
  • Ability to recognize emerging problems, resolve them when possible, and seek input and assistance from others in a timely fashion.
  • Sound knowledge of financial management practices. Ability to perform accounting and financial management duties, including the ability to analyze and present financial data.
  • Broad knowledge of university structure, policy, regulations, and administrative systems especially in regards to research administration.
  • Motivational, leadership, and persuasion skills, especially in dealing with government and academic partners.
  • Incumbent must be objective, fair, impartial, and flexible without compromising standards and established policies.
  • Ability to adhere to strict confidentiality.
  • Continually assess and adjust priorities and manage tasks in a fast-paced and demanding environment.
  • Determine necessary changes/enhancements to improve current processes.
  • Establish approaches to analytical problems and make recommendations for action.
  • Determine options or range of solutions to problems where no clear guidelines exist.
  • Make decisions regarding data collection approaches, methods of analysis and presentation.
  • Determine appropriate sources for researching and collecting information, decide on the content, tone, and substance of reports, presentations, briefing/speaking notes, etc.
  • Develop strategies and tactics to facilitate decision making.
  • Determine the type and level of information needed by senior management to support decision making, or if and when escalation is needed.
  • Use judgement to identify more complex matters that should be escalated to the attention of the CIMVHR leadership for decision making or for their awareness, and ensure comprehensive background information is collected and shared.
  • Respond to inquiries from the public/other researchers. Asses the significance of a problem and decide who should assume responsibility for its resolution.
  • Draft financial and policy publication reports.
  • Decide on best alternatives or a range of solutions to a given problem, identify risks and benefits and whether a particular solution falls within ethical guidelines, and make concessions and adjustments as necessary and possible.
  • Make recommendations for standards, policies, and procedures in order to improve internal controls and eliminate redundant procedures. Plan, implement, and evaluate administration policies, procedures, and practices in achieving the goals of CIMVHR.
  • Make day-to-day decisions regarding the financial administration of accounts ensuring monies are dispersed to the appropriate people.
  • Determine and develop content for reports for internal and external documents, and promotional and communication material.
  • Determine the most effective and efficient way to coordinate information flow.
  • Determine effective strategies for managing day-to-day operational challenges on contracts within scope of responsibilities.
  • Support strategic development and implementation of initiatives in conjunction with the Assistant Scientific Director.
  • Identify financial or project management needs of individual research projects and act or communicate appropriately to ensure project timelines and objectives are achieved.
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POSITION TITLE:Community Engagement and Events Coordinator
LENGTH OF TERM:Until September 30, 2022
CLOSING DATE:April 25, 2021

Reporting to the Executive Director and working in collaboration with the senior leadership team and the Manager, Engagement, Communications and Events, the Community Engagements and Events Coordinator is responsible for the coordination of community engagement and events for the Canadian Institute for Military and Veteran Health Research (CIMVHR). The position will take daily work direction from the Manager, Engagement, Communication and Events to implement the annual events and engagement strategies. The Community Engagement and Events Coordinator is a bilingual, high-energy multi-tasker who understands the importance of strong relationships. This position has responsibility for organizing knowledge mobilization events, conferences, researcher engagement activities and other outreach functions.

The schedule for this position requires the incumbent to work evenings and weekends, with occasional travel to manage and attend CIMVHR events.

  • Assists in the development and execution of an overall plan for community outreach and engagement, including raising awareness about CIMVHR, and the development of engagement and partnership pathways for individuals, including Fellows, and organizations that align with our mission and vision. Responsible for tracking and renewing network MOUs.
  • Aligned with the overall CIMVHR vision, works closely and collaboratively with the CIMVHR leadership and the Manager, Engagement, Communications and Events to implement CIMVHRs event plan.
  • Provides support to the Manager, Engagement, Communications and Events in the event planning for CIMVHR’s annual Forum.
  • Provides project management support to CIMVHR hosted and co-hosted events, including drafting event proposals, marketing and communications plans, completing administrative tasks, such as logistic plans, monitor budget, media management, external companies and contract negotiations. Liaises with other event coordinators from CIMVHR stakeholder groups.
  • Fosters positive and collaborative relationships with key stakeholders.
  • Responsible to implement an evaluation tool to gauge and ensure impact of events and partnerships.
  • Acts as an ambassador and representative of CIMVHR, to external audiences on a local, national and international level. Builds, cultivates and maintains relationships with researchers, donors, volunteers, other stakeholders, community and professional organizations.
  • Undertakes additional duties as required, in support of CIMVHR.
  • University degree in Communications, Public Relations or a three year post-secondary degree in event management.
  • Several years (5+ minimum) experience working in professional event management or communications/public relations with a focus on outreach, stakeholder relations and event planning.
  • Experience interacting with various stakeholders from academia, government and the military.
  • Bilingual in English/French (written and oral) is considered an asset.
  • Consideration may be given to an equivalent combination of education and experience.
  • Respects diversity and promotes inclusion in the workplace.
  • Highly motivated and results-driven individual able to set high standards and goals.
  • Superior communication and interpersonal skills to work well in a complex, decentralized environment. Ability to respond to the needs and interests of diverse audiences.
  • An innovative and strategic planner of resources with the ability to exercise good judgment in making independent decisions. Ability to analyze complex situations and determine appropriate course of action to reach a resolution, using advanced analytical and problem solving skills.
  • Ability to win cooperation, to facilitate diverse groups of people to work toward, and succeed in, shared goals in a highly decentralized environment.
  • High level of tact and discretion, maturity and good judgment, and the ability to deal with sensitive issues in a professional manner.
  • Proven project management skills and the ability to manage multiple projects flawlessly.
  • Proven program and project management skills with demonstrated “hands-on” experience.
  • Demonstrated successful experience in a highly visible, fast-paced environment requiring a high level of professionalism and quick, appropriate decision-making skills.
  • Identify, develop and implement optimum strategies to market CIMVHR and its brand and showcase its excellence through high-profile events that are highly publicized and reach broad audiences.
  • Make budgetary recommendations including for individual project budgets with the expectation of meeting program delivery within or under budget.
  • Analyze and recommend optimum strategy for identifying potential sponsors whose financial support helps reduce the financial impact of events on CIMVHR’s financial resources (i.e. revenue-neutral events).
  • Determine when to take issues and decisions to senior staff and when to act independently.
  • Identify potential issues and resolve accordingly, when providing support for community engagement and events strategies.
  • Decide most appropriate format, venue and logistics, within guidelines, for effective and efficient event planning and delivery.
  • Determine which communication vehicles will be the most effective to engage audiences.
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