The Senior Project Officer (SPO) supports the Principal Investigator by providing operational and program leadership to advance strategic priorities, and to implement activities that support the achievement of the targeted project outcomes including EDI targets. The SPO provides support for all communications, monitoring, and reporting to both internal and external partners. In addition, this role is responsible for all administrative, financial, and event-related activities.

This position is contingent on funding. 

Project Implementation Support

• Develops and manages a calendar of research activities including application deadlines, financial payment processes and annual reporting
• Provide administrative support for monitoring of the implementation of research projects, providing timely and quality support to the Project leadership
• Manage multi-user data and information sharing platforms
• Monitor submission deadlines associated with key project documents (logic models, performance measurement frameworks, budgets)
• Develop and maintains a good working knowledge of current Waterloo research, activities, and centers of excellence
• Support the PI in monitoring, stakeholders, partners and consultants to help ensure that work plan, reports and performance targets are met
• Oversees the EDI coordinator to ensure EDI objectives are met
• Oversee the organization and recruitment of participants where required
• Other duties and responsibilities, associated with special and short-term projects or committees, to help support and accelerate project progress as assigned

Communications, Liaison and Reporting

• Prepare appropriate briefing materials, status reports, statistical information/analysis, and recommendations
• Prepare briefs and other materials, public speaking notes, and media work where required
• Respond to external requests for information related to the research activity
• Prepare regular progress reports in accordance with reporting requirements
• Develop and maintain relevant web pages

Financial Management:

• Responsible for financial management, reporting, and planning
  • Identifies new funding opportunities, including commercialization opportunities
  • Brings an in-depth understanding of University financial practice and the financial requirements of the CERC program
  • Provides oversight on spending to ensure that the project adheres to the budget and to detect and remediate any deviations early
• Reviews and analyzes financial statements
• Prepare travel claims and expenditure reimbursement requests for related faculty, postdocs, graduate students, and visitors of CERC in compliance with University Policy and Tri-Agency granting requirements
• Coordinates the purchase of supplies and equipment, maintaining records and ensuring eligibility and that budget allocations are adequate
• Prepares casual pay requests and temporary employment contracts for assigned researchers
• Provides guidance to researchers, research staff and students on financial rules and policies relevant to their grants and contracts
• Understands the constraints of granting programs; forecast and recommend strategies to maximize the use and leverage of the research funding

Administrative and Event Management:

• Coordinate logistics for hiring and management of temporary employees and consultants and participate in short-listing and interview processes; Provide advice, recommendations and coaching as required
• Ensure proper processes are in place for the recruitment, evaluation and pay of temporary employees and co-op students
• Prepare appointment and payroll activities for review by the Principal Investigator and onward processing
• Develop outbound travel plans including rationale, coordination of meetings, correspondence, travel logistics, gifts, and tactical advice
• Organize and coordinate the setup of facilities and equipment, including internal assignment of space, assigning computer equipment, keys, telephones, computer accounts
• Lead the coordination of in-person events and workshops; determine event goals and requirements, planning and coordinating all necessary arrangements including (: locations, room set-up, staffing, volunteering, seating, food and beverage and accommodation considerations
• Uses virtual event platforms to manage virtual events and meetings

• University degree or equivalent combination of education and experience
• 4+ years of administrative experience
• 4+ years of experience in supporting the monitoring and evaluation of large multicomponent projects would be preferred
• Experience in supporting the creation of documentation and dissemination of project results
• Demonstrated research skills including online/electronic searches
• Demonstrated ability to successfully work collaboratively with a variety of stakeholders at different levels
• Highly competent in managing information and administration processes
• Strong organizational, communications and interpersonal abilities
• Demonstrated ability to undertake creative and innovative problem solving
• Excellent English writing and editing skills to support preparation of project reports and briefing materials
• Demonstrated capacity to work both in a self-directed manner, and collaboratively
• Demonstrated capacity to work effectively in a wide range of cultural and political settings
• Ability to undertake international travel, as needed
• Proven ability to provide a mature, competent, and professional presence vis-à-vis external agencies; domestic and international government officials; and university administrators, faculty, staff, and students
• Demonstrated ability to build consensus, maintain confidentiality, exhibit sensitivity to the needs and interests of a variety of stakeholders, and support the functioning and collaboration of a diverse team both within an individual department and across Waterloo
• Strong organizational skills coupled with the ability to handle multiple tasks, meet tight deadlines, and excel in a fast-paced environment characterized by changing priorities and arrangements
• Demonstrated ability to thrive in and contribute to an integrated, collaborative, and multicultural and multidisciplinary team environment, and to apply a positive team approach to collaborating with colleagues
• Evidence of sound judgement, tact, and the ability to positively influence and motivate others
• Understanding of the policies, practices, and research expertise available at Waterloo is an asset
• Understanding of the policies, practices, and requirement of a range of institutional funders is an asset
• Knowledge of the broad range of academic programs, support services, and research expertise available at Waterloo
• Advanced experience with Teams, and intermediate competency using project management software and cloud storage systems would be considered an asset
• Ability to demonstrate leadership, diplomacy and integrity when dealing with internal and external stakeholders
• Ability to establish and maintain productive working relationships across large organizations
• Ability to communicate effectively with colleagues, clients, and external stakeholders, including the media

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.