Research Administrative Officer

Department:

Civil and Envrionmental Engineering

Effective Date:

May, 2008

Grade:

USG 7

35 hr/wk

Reports to:

Chair and to Director of CPATT

General Accountability

The Research and External Program Liaison Administrative Officer is directly responsible for all research and administration activities of the Centre for Pavement and Transportation Technology (CPATT) and for activities related to the Department’s involvement with the joint engineering program in Abu Dhabi. The scope of the position will require about two thirds time related to CPATT and one-third related to the Abu Dhabi program. It encompasses the following main functions: (1) managing the research administration of the Centre and the external administrative liaison with the Abu Dhabi program, (2) managing the administrative requirements of CPATT’s research staff (Board of Directors, Director, Associate Directors, Senior Advisors, Technical Staff, Graduate and Undergraduate Students, Visitors, Post Doctoral Fellows) and (3) acting as liaison with the University’s Office of Research and Finance as well as external granting agencies, industry and various professional associations. The Research and External Program Liaison Administrative Officer reports to the Department Chair on matters related to the Abu Dhabi program and to the Director of CPATT on matters related to the Centre.

The Research and External Program Liaison Administrative Officer is responsible for financial administration and personnel management related to both CPATT grants and contracts and to the Abu Dhabi funding and other resources provided for the program. This requires a broad range of capabilities including a strong financial background and computer skills in the latest spreadsheet, word processing, graphics and the like software, knowledge of various funding sources and related guidelines, excellence in interpersonal, organizational, communication and problem solving skills, sound understanding of UW policies and procedures related to the administration of foreign education programs, the ability to interact with a variety of internal and external contacts, and sensitivity to a cross-cultural context as related to the Abu Dhabi program.

Nature and Scope

The incumbent is responsible for numerous financial and administrative duties as designated by the Department Chair in the case of the Abu Dhabi program and by CPATT’s Director regarding the Centre’s activities. The environment in which the position operates requires a high degree of adaptability in time management, monitoring, and record keeping, responding to internal and external requests and participation in meetings and various other activities. Ability to form and maintain internal and external relationships/communication is an important function in the position.

Statistical Data

The research funding for CPATT, involving 8 to 12 faculty members and up to 25 or more funding sources, is about $2 million annually. Operating budget for administration, labs, field test sites and equipment is in the order of $0.25 million annually.

Asset value of the CPATT infrastructure, including labs, equipment, test sites, etc. is in excess of $5 million. The number of CPATT and individual researcher accounts administered by the incumbent total over 30.

The Civil and Environmental Engineering part of the Abu Dhabi program will involve about 11 faculty members and 200-250 students in steady state in Waterloo and Abu Dhabi.

Specific Accountabilities

CPATT Related

The financial administration of all research grants and contracts for the research group totaling in excess of $2,000,000 annually. Specific responsibilities include financial forecasting, monitoring of accounts, authorization of expenditures, establishment of payroll, etc.
Financial reporting as required by funding agencies and the Office of Research. The Research Administrative Officer works with the investigators and Office of Research to ensure that industry and in-kind contributions are in place. Reporting will require identification of the necessary data, procurement of such data as necessary, analysis of the data, and production of the detailed and summary reports appropriate to the funding agency or company.
Liaison with industry sponsors, for the planning and marketing of research workshops, seminars, and short courses, and for the coordination of activities related to the delivery of these events.
Purchasing equipment and supplies for CPATT, including the sourcing and procurement of major equipment. The incumbent is responsible for maintaining records of all purchases for ensuring that budget allocations are adequate and appropriate, and for fixed asset inventory and control of research equipment and furnishings associated with all operating and research activities of the CPATT group. This includes liaising with the University Investment and Risk Manager concerning inventory and insurance claims.
Allocating space within that allocated to the CPATT.
The Research Administrative Officer has signing and/or co-signing authority on all accounts and coordinates signing authority for research staff involved with the various projects as designated by the Principal Investigator of each grant/contract.
Managing a contingent of research staff including 3 Post-Doctoral Fellows, and approximately 20 graduate students.
Coordination of payroll for research staff (including technical staff, visitors, post-doctoral fellows, graduate and undergraduate students). The incumbent acts as a liaison in this capacity with Human Resources, Finance, the Office of Research, and the Graduate Office.
Assisting in the preparation of job descriptions and advertising of technical staff positions. The Research Administrative Officer acts as a liaison with the Department and Human Resources in this capacity.
Preparation of grant submissions and reports under the general supervision of the relevant faculty member.
Organizing site visits, grand openings, and all other events related to the research activities of the group.
Organizing meetings for the various research groups. The Research Administrative Officer attends all meetings as a resource for financial and personnel queries and takes notes from meetings and distributes as necessary.
Other duties as assigned.

Abu Dhabi Program Related

Principal administrative contact and central coordinating liaison with the partner institution and UW offices and personnel associated with the management of the joint program.
Maintain good working relationships with the foreign partner for general administrative arrangements.
Maintain and coordinate with faculty members in the Department their teaching schedule in Abu Dhabi and facilitate travel arrangements.
Trouble shoots issues as required in consultation with the Director(s) of the program.
Provide a lead role in managing on campus agendas and arrangements for visitors associated with the program.
Provide a lead role in pre-departure briefings for UW faculty going abroad to Abu Dhabi
Assist in the preparation of reports and publicity materials on the program.
Maintain/update data bases and files for the program, general and student mobility programs in particular.

Working Conditions

The working conditions for this position are generally those constituting of UW office environment. Some travel and/or meetings may be involved from time to time, as authorized by the Directors of the program.