| Department: |
Psychology |
Effective Date: |
May,2009 |
| Grade: |
USG 6
35 hr/wk
|
Reports to: |
|
General Accountability
ITC Senior Project Manager and Dr. Geoffrey Fong.
Nature and Scope
This position provides administrative assistance for the International Tobacco Control (ITC) Project, Professor Geoffrey Fong and the Health Psychology Lab. This position requires extensive knowledge of office management, website maintenance, financial management, project management, technical computer software and hardware knowledge, supervisory and training experience. Exceptional skills required in organization and creative problem solving. There is ongoing interaction with all levels of faculty, staff and students within the University. There is also considerable daily interaction with international researchers, government representatives, funding agencies, media organizations, non-governmental organizations and other tobacco control related groups. This position acts as the coordinator for activities that involve, graduate students, staff, and researchers, ensuring the efficient operation of the ITC Project and the Health Psychology Lab.
Statistical Data
Number of ITC countries presently involved in this research project: 20
Number of ITC International researchers and associated personnel involved in the research: 170
University of Waterloo personnel involved in the ITC project:
Faculty members (from 3 departments: Psychology, Statistics and Health Studies): 7
Full-time staff (across 3 departments): 13
Part-time staff (across 3 departments): 7
Graduate students (Psychology students): 6
Total number of current research grants: 17
Total annual funding for ITC project in current year: $2,132,633CAD
Total funding for ITC in current grants: $32,500,000. CAD
Additional funding expected this year (5 year grants): $15,409,737 CAD
Specific Accountabilities
ITC Project Administration
- Contributes to overall planning and coordination of the ITC research project, functioning as an integral part of the ITC-Waterloo team. Specifically, coordinates the planning and material preparation for the inter-departmental ITC annual planning meeting.
- Designated signing authority for accounts payable in absence of Senior Project Manager.
- Supervises the hiring, orientation, work space and task allocation of research assistants and co-op students.
- Responsible for setting up payroll and submitting bi-weekly payroll for casual staff using the UW pay system.
- Prepares payment transactions for all project expenditures and ensures accurate entry into financial database. Oversees purchase card monthly statement reconciliation.
- Assists in preparation of financial statements, year-end reconciliation and grant related cost analysis.
- Coordinates funding application and annual progress report submissions for National Cancer Institute (U.S. National Institute of Health) grants, including online submission. This involves the coordination of many international colleagues who must submit personal documents and other information for the grant, as well as all UW staff who are responsible for contributing to the grant application content.
- Website administrator for the ITC Project website; including editing website graphics and content, monitoring invitations and permissions to the password protected website area, tracking website activity, and maintaining overall quality and consistency for third party content.
- Trains and coordinates ITC Project Managers in the on-going use of dotProject, a project management software package developed for the ITC team. Oversees permissions and levels of access, provides technical support to project managers, creates custom reports, and liaises with the software developer.
- Provides first level of troubleshooting for issues arising with computers, software, printers, and photocopier within the Health Psychology Lab. Coordinates the resolution of technical issues with Psychology Department IT staff.
- Coordinates meetings, conference calls, colleague visits, workshops and other events for the ITC Project and Health Psychology Lab including; room bookings, equipment coordination, teleconference bookings, preparation of meeting materials, and travel arrangements for guests. Manages and schedules use of ITC conference room, conference phone, projector and project laptops.
- Responsible for all travel bookings for ITC staff and administering travel claim settlements.
- Organizes letter mailings and survey respondent compensation cheques for country projects. Assists in the retention of survey cohort participants by resolving issues regarding changed addresses, lost mail, and respondent questions.
- Manages all purchasing processes related to computers and other computing equipment in consultation with Psychology IT staff. Advises and prepares purchase orders for furniture, and general supplies.
- Prepares agenda and take minutes for weekly multi-departmental ITC meeting. Supports all aspects of the ITC project as tasks arise.
- Liaison for campus services –Finance, Office of Research, Arts Computing Office, Procurement and Contract Services, Central Stores, Plant Operations, Graphics, Information Systems & Technology, and Communications & Public Affairs.
Health Psychology Lab Administration
- Advises and assists lab graduate students with student research project management and grant administration; including personnel hiring and payroll, project expenditures, preparation of materials and project protocols, and travel arrangements.
- Provides first level of troubleshooting for issues arising with computers, software, printers, and photocopier within the Health Psychology Lab. Coordinates the resolution of technical issues with the Psychology IT staff.
- Organizes usage of physical space in order to meet changing research needs and capacity for projects.
- Conducts and/or supervises research assistants in conducting literature reviews, proof reading and other tasks associated with the production of scientific papers/presentations.
- Maintains a collection of scientific journals, as well as Lab papers and presentations.
Dr. Geoffrey Fong Administration Support
- Assists Dr. Fong in all administrative requests as they arise.
- Prepares correspondence to students, researchers, government and non-governmental contacts.
- Conducts literature searches for presentation preparation and background research for publications.
- Prepares briefing materials related to Dr. Fong’s travel and speaking engagements.
- Coordinates the completion of academic forms and all correspondence for departmental, faculty and university commitments.
- Arranges all travel arrangements (12 - 15 trips per year) and coordinates travel reimbursement from organizations who have requested Dr. Fong’s presence at conferences and meetings.
- Coordinates expense reimbursements for research related expenses.
Significant Internal and External Relationships
- University of Waterloo faculty members involved in the ITC Project - from Psychology, Health Studies and Statistics.
- Psychology Department administrative and technical staff.
- Applied Health Studies administrative staff.
- UW staff in Procurement and Contract Services, Finance, Office of Research, Central Stores, Plant Operations, Graphics, Information Systems & Technology, Communications & Public Affairs.
- Roswell Park Cancer Institute Scientific Administrator (Buffalo, New York).
- ITC principal investigators and administrators in 20 countries.
- Non-governmental organizations and advocates working in tobacco control world-wide.
- Administrators at the following international funding agencies: Administrators at the following international funding agencies: National Institute of Health / National Cancer Institute (NIH- NCI), World Health Organization (WHO), International Union for Health Promotion and Education (IUPHE).
- International consultants, graphic artists, and other professionals who assist as needed in the ITC project.
Working Conditions
