Project Coordinator

Overview

Term: 1 year

The Waterloo Climate Institute brings together scientists and students to elevate and enhance the impact and excellence of innovative interdisciplinary research and education that empowers business, government and civil society to respond effectively to the climate crisis. University of Waterloo’s unique combination of strengths and depth of expertise allows us to deal head-on with the complexity and interconnectedness of social, political and technological dimensions of the climate crisis. Our three core areas of research and innovation include: deep decarbonization and sustainability transitions; climate science, modelling and observation; and climate risks, resilience and adaptation. Research and training in these areas is developed through lenses of equity, justice, governance, and innovation to create truly impactful solutions for this existential global challenge. 

The Project Coordinator provides coordination and administrative support for Climate Institute projects and activities, as well as for select large-scale climate change projects led by institute members. The position is a member of the institute’s core team, and will contribute to the implementation of research, training, knowledge mobilization, communications, events, and data management activities. The incumbent will have excellent project management skills and experience, with the ability to support multiple projects at a time.

This position is contingent on funding. 

Responsibilities

Project Coordination

• Work proactively and with minimal supervision to assist the Climate Institute team and member organizations with the implementation of projects and activities, including planning, logistics, and project tracking
• Provide high-quality project administration support to select institute researchers leading large-scale research projects (including several funded by Environment and Climate Change Canada), including coordinating meetings, supporting the development of reports, data management, and supporting project financial and HR management
• Monitor project progress toward established objectives and on time delivery of research deliverables, and provide updates on project status and communicate issues to the Managing Director, funding organizations, and individual project leads
• Manage documentation and reporting requirements, including the collection of data/metadata and compilation of statistics on project progress in response to requests from the leads, departments, the University and funding organizations
• Contribute to institute and project communications, including writing and editing information, and providing updates to the Communications Officer on key results, activities and outcomes
• Manage logistics and scheduling for conferences, meetings, calls, including space bookings, catering, accommodations
• Make travel arrangements for staff/students in adherence with the travel policy of the University
• Coordinate the purchase of project equipment and supplies, including computers, printers, etc
• Coordinate the development of correspondence, documentation, and presentation materials as needed
• Prepare meeting minutes and coordinate dissemination and retention of documents for participants

Analysis and Research

• Gather and analyze background information to support research development, partnership development, and other strategic priorities, and develop comprehensive summaries for institute leadership and project leads
• Support the Climate Institute’s strategic planning by developing reports and analysis of existing research strengths of the faculty members and the broader UW climate change research community
• Maintain a strong knowledge base of current international, national, and provincial funding opportunities and grant programs suitable for the institute and its members

Financial and HR Administration

• Assist project leads with understanding various financial reports, financial policies and procedures, financial terminology, and standard accounting practices
• Maintain an understanding of funding rules and policies (internal and project funder) in order to advise project leads on budget and cost-recovery requirements
• Process all financial transactions including purchase requisitions and payment of vendor invoices
• Reconcile general ledger accounts including accounts receivable, advances, etc. as assigned
• Analyze details of budget, actual expenditures, encumbrances, and prepare reports as required
• Assist staff, project leads and project members (faculty and students) with the preparation of Expense Claims for project travel and out-of-pocket expenses
• Support research project leads in hiring and onboarding research staff and students, including submitting and managing requisitions in iCIMS and Workday
• Support research project leads in tracking contract end dates for project staff and prepare revised salary allocation forms as required

Qualifications

• Completion of an undergraduate degree, and either a research graduate degree or equivalent related experience which provides strong knowledge of a research environment. A degree related to climate change and sustainability is a strong asset
• Previous experience in a project management or administrative role is preferred. Experience in an academic setting is an asset
• Strong proficiency with a variety of computer software applications including word processing, spreadsheet, database management and web design software is required
• Demonstrated ability to
• Assist project leads with the management of multiple concurrent projects with different teams
• Organize (and lead, as required) meetings with internal stakeholders and organize meetings with external stakeholders
• Communicate effectively with faculty, staff, university administrators, and external partners from a variety of disciplines
• Exceptional communication (oral and written), interpersonal, relationship building, customer service, negotiation, consultation, presentation, analytical, leadership and organizational skills

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

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