| Department: |
Office of Research |
Effective Date: |
May, 2013 |
| Grade: |
USG 8
35 hr/wk
|
Reports to: |
Senior Manager,(NSERC, and other Science, Engineering and Math Sponsors)
|
General Accountability
This position is accountable to the Senior Manager (NSERC, and other Science Engineering and Math Sponsors), Funding Agencies and Non-Profit Sponsors. The incumbent is responsible for assisting with the coordination and development of research proposals for the following NSEM research sponsors: Natural Sciences and Engineering Research Council of Canada, Networks of Centres of Excellence (NSEM focussed NCEs) and all other NSEM or NSEM-related, non-industry, sponsors. This involves development of proposals currently ranging up to $6.0 million. In addition, the position is accountable for special research awards at the faculty/postdoctoral level for all disciplines covered by these agencies. The RC-NSEM interacts and negotiates regularly with funding agency personnel and must have an in-depth understanding of, and be able to review and interpret, agency guidelines in order to effectively advise faculty researchers on these and any unusual expectations or conflicts. In addition, the RC-NSEM reviews and edits grant applications and monitors awards. Further, the RC-NSEM interacts with researchers from all six Faculties and develops reports on the status of NSEM research for internal and external use.
The RC-NSEM has extensive interaction with the Managers in Funding Agencies and Non-Profit Sponors; the Associate Director, Funding Agencies and Non-Profit Sponsors; the Director, Research Ethics; the Associate Vice-President, University Research; the Vice-President, University Research; Co-ordinating Committees; Faculty Deans; Associate Deans, Graduate Studies and Research; the Graduate Studies Office; the UW Development Office; other Office of Research staff, including the Manager, Research Finance, the Manager, Research Ethics and the Research Financial Analysts; and researchers and administrators from all six Faculties and the Federated Universities and Affiliated Colleges.
Nature and Scope
The University of Waterloo (UW) is recognized as one of Canada’s most research intensive institutions with significant involvement in both grant and contract research. The scope of research can vary from small scale or pilot projects conducted by one researcher or a small group of researchers to large-scale studies involving multiple researchers, multiple institutions and multiple sponsors. UW actively encourages participation in sponsored research in all sectors of the global economy. External sponsors range from small, local companies to large multinational companies, government agencies at the federal, provincial and local levels, foreign governments and foreign companies (not resident in Canada), and non-profit organizations and foundations.
Funding agencies, particularly government agencies, regularly implement new programs requiring interdisciplinary and inter-sectoral partnerships that include researchers from other universities, community agencies, industrial partners and government departments in and outside Canada. This results in an increasingly complex research environment during both the application process and award negotiation stages, with increased requirements for accountability and reporting at the institutional level.
At UW, researchers from all six faculties are involved in research funded by a broad range of sponsors. It is imperative that the research administrative structure is responsive, adaptive and understanding of the needs of researchers for whom the research enterprise is often personal and a life-time commitment. At the same time, expectations and requirements of the university and of the sponsor(s) must be met.
The University’s Strategic Plan for Research, released in October, 2000, identifies five major areas for research and research training. Two of these, “Information Technology” and “Materials and Systems”, are within the NSEM portfolio, and the other three intersect it through interdisciplinary and collaborative projects. Thus there is a significant University commitment to continued expansion of research in general, and to NSEM research in particular, in all six faculties. The RC-NSEM position is critical to meeting this commitment.
The RC-NSEM must be a professional and competent resource to external granting agencies, other sponsors, government officials, faculty and other researchers, university administrators, staff and students. The incumbent must be a pro-active problem-solver, and must work effectively as a member of research teams under frequently tight time lines and in high stress situations, particularly in the period prior to submission deadlines. The RC-NSEM must have in-depth knowledge of a wide range of grant agency programs and be able to balance and meet concurrent deadlines. UW’s reputation, ensuring research accountability, application of research - related policies and guidelines, potential liability situations, intellectual property protection and conflict of interest are all matters with which the RC-NSEM is involved. Because NSEM research is conducted in all six Faculties at Waterloo, the RC-NSEM must be knowledgeable about the administrative structure and nature of research in every Faculty
Statistical Data
UW’s total research funding in 2009-2010 was approximately $169 million. Of this, ~ 35% was managed by the FANS group, with nearly 1400 active awards. The Research Co-ordinator will assist in administering many of these activities.
A major component of the RC-NSEM’s responsibilities involves regular in-depth interaction with researchers in all Faculties and with external clients, including government agencies and supporting organizations, in order to develop and submit high quality applications to relevant funding agencies and to maintain auditable records
.
Specific Accountabilities
The RC-NSEM will:
- Advise and work with researchers in all six Faculties during the development of proposals and completion of applications in response to standard or specific requests for proposals. This includes interpreting application guidelines, assisting with budget development and ensuring adherence to submission requirements (e.g. format, electronic submissions where appropriate, timing, and varied matching fund requirements) and University policies. It also includes keeping abreast of current and new funding opportunities and their eligibility requirements, implementing regulations/requirements pertaining to incoming awards, and undertaking reporting responsibilities. The incumbent will review proposals for impact and readability, as well as to ensure they conform to UW guidelines and policies pertaining to financial and legal issues (employment and salary terms, university liability, publication, licensing, intellectual property and patent rights), indirect cost guidelines, expense eligibility and graduate student participation requirements. The latter requires working closely with the Graduate Studies Office.
- Prepare and review agreements for signature, ensuring that all relevant details and support documents are included, and that agreements are consistent with agency requirements and university policies. Negotiate with funding agencies on conflict areas as required.
- Provide administrative management of NSEM grants and government research contracts. Management includes review and submission of proposals, collaborative agreements, and authorized internal approval forms, as well as release of internal account numbers. It also includes development, review and negotiation of terms and conditions of agreements and sub-grant agreements.
- Administer the Undergraduate Research Awards (USRA) program. The incumbent will administer the program with internal Faculty quotas, student applications (with grade restrictions), internal and external deadlines, Quest & payroll for students, travel allowances and eligibility (Faculty and Students) for this program.
- Prepare and code control documents for applications and awards; input relevant information into the Research Awards Information System (InfoEd); assign new sponsor and investigator codes as required; undertake ongoing monitoring and review to ensure accuracy and completeness of data in InfoEd; prepare internal reports as required.
- Undertake performance monitoring and problem-resolution during the life of all NSEM research awards in order to meet internal audit requirements and external commitments to numerous sponsors. This involves liaising with sponsors, the faculty member and the Office of Research financial administration section to ensure that the terms, conditions and requirements of each award are met promptly and effectively to the satisfaction of all parties. It also includes submission of reports, resolution of disputes regarding reports and payments, and preparation of inter-institutional sub-agreements for multi-institutional awards. The sub-agreement terms must be carefully determined to ensure adherence to program guidelines, university policies and, especially, audit requirements.
- Prepare and submit to external sponsors on behalf of the University and faculty member specific requests for amendments to agreements and grants such as date extensions and budgetary reallocations. Such requests may be initiated by the RC-NSEM, the sponsor or the principal investigator.
- Prepare letters of submission to accompany applications for funding and ensure adherence to all internal procedures, including the need for Chair and Dean approvals, prior to submitting applications. An in-depth and detailed working knowledge of evolving sponsor guidelines, schedules and deadlines (many overlapping) is essential.
- Determine ongoing eligibility of faculty members for NSEM grants and handle NSERC verification lists regarding continuing eligibility.
- Review and evaluate award and budget information to ensure that it is complete and accurate prior to initiating award set-up by Research Finance. This information is used to establish grant accounts and budgets for awards and to monitor progress and reporting requirements. Subsequent interaction with Research Finance is ongoing, especially when providing interpretation of guidelines, follow-up on multi-year awards and authorization of extensions.
- Communicate regularly with agency program and award officials regarding program guidelines to ensure that information provided and interpretation of guidelines to researchers are complete, current and accurate. Attend meetings (e.g. Toronto, Ottawa) with Agency and other university representatives regarding program guidelines, ‘best practices’, review procedures; advise Department Chairs, Faculty Deans, and researchers on new guidelines and other information critical to the funding programs. Develop internal forms as required.
- Create and sign correspondence for management of applications/awards (e.g. transmittal of documents, requests for extension of use of funds or agreement revisions/amendments and clarification of University policies).
- Initiate and communicate procedures for administration of special block grants to the University of Waterloo for NSEM research activity.
- Meet with and report to the Senior Manager, Funding Agencies and Non-Profit Sponsors and others as required. The RC-NSEM is accountable for maintaining accurate records concerning current and potential applications, attending meetings on and off the UW campus related to NSEM research initiatives with agency representatives, government officials and/or researchers, and written and verbal presentations as required. Examples of presentations include changes to sponsor guidelines, progress reports, and responses of agencies to UW applications.
- Assist in the organization of, and participate in, NSEM-related meetings and workshops internally (e.g. NSERC Co-ordinators’ Workshop, Faculty Workshop) and for representatives from relevant agencies (e.g. NSERC information and site visits, NCE visits).
- Organize, administer and participate in ad hoc committees as needed for NSEM-related research activities.
- Work with Department Chairs, Deans and Associate Deans, Graduate Studies and Research in all six Faculties as well as with funding agencies to ensure and coordinate UW participation in provincial and federal review committees.
- Develop procedures to ensure monitoring and accountability of sponsored research activity in areas of responsibility.
- Undertake additional special projects (e.g. financial reports, analysis of program data, sponsor surveys) as assigned by the Senior Manager, Funding Agencies and Non-Profit Sponsors.
- Handle general inquiries regarding NSEM research at the University of Waterloo.
Working Conditions
