POSITION TITLE:Research Contracts Coordinator
CLOSING DATE:May 15, 2022
COVID-19 On-Campus Requirements

Queen’s University Policy Regarding Mandatory Vaccination Requirements for In-person University Activities requires ALL Community Members, including employees, to be Fully Vaccinated against COVID-19 prior to participating in any In-person University Activities. This is a condition of employment for all employees who are required to attend University Property to perform their employment responsibilities. Individuals who cannot be vaccinated due to substantiated grounds (medical and other protected grounds under the Ontario Human Rights Code) may ask the University to validate the exemption and request an accommodation for these rare circumstances. If approved, they will be subject to additional health and safety measures.


Reporting to the Assistant Scientific Director of the Canadian Institute for Military and Veteran Health Research (CIMVHR) and in support of research contracts and strategic partnerships at CIMVHR, the Research Contracts Coordinator will help to facilitate the day to day administrative, financial and accounting functions of research contracts and strategic partnerships.. The Research Contracts Coordinator works closely with CIMVHR staff in relation to research contracts and strategic partnerships and performs financial and administrative duties in support of research contracting activities for CIMVHR. The Research Contracts Coordinator will act as the contracts facilitator in support of the research contract and subcontract process. This role will provide advice and guidance, while assisting with academic and government researchers and subcontractors, assisting in the preparation of subcontract documents, cost proposals, and other projects initiation documents as required. This role will perform financial and accounting duties in support of CIMVHR's research contracts and partnerships, and act as back up and admin support for research contracts. The Research Contract Coordinator also works closely with CIMVHR financial staff to ensure budgets are up-to-date and coordinated as applicable and provides reports as required.

  • Maintains and updates CIMVHR's contract document templates (cost estimate spreadsheets, approved cost estimate) and provides templates to subcontractors at appropriate times in the project life cycle (timesheet and invoice templates).
  • Keeps CIMVHR's finance manager up-to-date on all budgets, accounting reconciliation and budgeting requirements to assist in CIMVHRs quarterly and year-end.
  • Ensures all administrative requirements of subcontracts are accurate and met in a timely Upon subcontract completion, administers and gathers subcontractor feedback questionnaires, and facilitates notices of intent to publish research results to relevant Government departments.
  • Monitors and communicates upcoming subcontractor deadlines.
  • Maintain documentation of the policies and procedures for this position.
  • Sets up, monitors, audits, reconciles accounts and maintains financial Works in Queen'sPerforms financial and accounting duties for subcontracts, including processing financial transactions, and budget development and Maintain billing spreadsheets and other administrative records to track incoming/outgoing claim payments. Create timesheets from billing logs prior to claim submission. Reviews subcontractor invoices, responds to questions about invoices, prepares supporting document packages, and works with other CIMVHR staff to prepare claim forms. Liaises aQuire and TRAQ systems. with government procurement officers regarding billing questions. Creates adjusted invoices to facilitate accurate payment of subcontractor invoices for all approved costs.
  • Serves as a back up contact person for Liaises with subcontractors concerning changes to subcontracts with a focus on budgets, but with attention to statements of work and sub contracts as required, Prepares paperwork to apply for and assist with changes.
  • Submits contractual and financial documents for review through TRAQ, maintains a log and tracks their review, and file and distribute signed documents to the Assistant Scientific Director and other parties.
  • Works closely with Research Accounting, other university departments and subcontractors to resolve problems such as payment or invoice issues.
  • Communicates and liaises with research accounting, CIMVHR's finance manager, the contracts unit and other university departments as appropriate to ensure the successful completion of CIMVHR's subcontracts and reporting.
  • Assists in communication with Government, university, and stakeholder contracting personnel.
  • Participates in short- and long-term project planning and implementation based on projected deadlines.
  • Undertakes other duties as required in support of research contracts and strategic partnership activities of CIMVHR.
  • Completion of a university degree in a related field (or recognized equivalent), combined with several years of job-related Previous work in health sciences, research contracts would be considered an asset.
  • Demonstrated knowledge of financial/accounting practices and experience with Queen's financial and research systems (PeopleSoft, FAST and TRAQ).
  • Knowledge of the university structure and financial/computing systems will be considered an asset.
  • Experience as a research facilitator, with the research contracts process, and managing research submissions.
  • Knowledge of university procedures, policies, and regulations is considered an asset.
  • Consideration may be given to an equivalent combination of education and experience.
  • Promotes the value of diversity and the importance of being an inclusive organization and ensures equitable and fair treatment of others and actively works to make the workplace inclusive for all individuals.
  • Excellent organizational and time management skills with the ability to organize multiple project tasks simultaneously.
  • Excellent interpersonal and communication skills, both oral and written.
  • Effective writing skills, and basic editing and proofreading abilities with demonstrated attention to detail and accuracy.
  • Previous experience working as part of a collaborative team, and the ability to work within and promote a team environment.
  • Ability to exercise discretion, good judgement, and solid decision-making
  • Advanced computer knowledge in Microsoft Office, including Outlook, Word, PowerPoint, and Excel as well as database programs with the ability to adapt to emerging technology.
  • Analytical, interpretive, and problem-solving skills.
  • Ability to take initiative and to assess and a establish priorities while working in an environment with multiple distractions and strict deadlines.
  • Project planning and management skills.
  • Ability to establish and maintain relationships with CIMVHR's partners.
  • Self-motivated, self-directing with a demonstrated ability to function independently, responsibly, and significantly contribute to a positive work environment.
  • Ability to visualize the complete process and the function of each sub-task within the overall system.
  • Excellent organizational and time-management skills with an ability to control a demanding schedule of conflicting priorities and deadlines.
  • Ability to maintain strict confidentiality.
  • High degree of initiative, with an ability to establish priorities, work to deadlines and complete task assignments.
  • Ability to establish daily/weekly priorities and take initiative to successfully resolve urgent matters.
  • Demonstrated organizational skills to effectively cope with frequent interruptions.
  • Computer skills including spreadsheet analysis (MS Excel), PeopleSoft, and a working knowledge of other computer programs applicable to the position.
  • Ability to take initiative, work with minimal supervision and make independent decisions.
  • Prioritize work and time and decide which task is the most important among several to maintain deadlines.
  • Based on accounting knowledge, determine how accounting problems and errors should be corrected.
  • Decide how new information will change the course of a project or and recommend appropriate response to ensure highest probability of success.
  • Decide how to coordinate time and effort in support of research contracts and strategic partnerships.
  • Manage filing systems and document management systems.
  • Determine appropriate response to research inquiries and decided when new information calls for further actions such as distribution and verification.
  • Resolve account problems as they arise, make decisions on how to apply university procedures and guidelines, referring more complex problems to more senior staff.
  • Determine which expenses on subcontractor invoices are eligible and when to consult the CIMVHR staff about eligible expenses.
  • Make daily operations decisions and resolve administrative problems.
  • Make recommendations for improvements to contracts or publications processes.
  • Resolve account problems and financial issues related to budgets and claims.
  • Assess and determine when to refer issues to senior leadership.
  • Recruit, supervise, and delegate work to students where appropriate and supervise performance.
  • Determines own priorities within general guidelines.
  • Responds to general inquiries and provides reasonable answers or a means to find an answer if necessary.
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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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