Carrières

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JOB SUMMARY

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.

KEY RESPONSIBILITIES

• 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.

REQUIRED QUALIFICATIONS

• 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.

SPECIAL SKILLS

• 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.

DECISION MAKING

• 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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