Project Administrator, Biomedical Engineering

Job Overview

Biomedical Engineering within the Schulich School of Engineering is currently seeking a Full-time Temporary Project Administrator for approximately 3 months.

Reporting to the Manager, Department Operations, Biomedical Engineering in Schulich School of Engineering, the Project Administrator is responsible for providing accurate information and guidance to faculty members with respect to the procedures, policies and regulations of Research Services, Supply Chain Management, Finance, and Human Resources and providing administrative support as assigned by the Department Operations Manager.

The hours of work are 35 hours per week, Monday to Friday, with normal business hours being from 8:30 a.m. to 4:30 p.m. This position is primarily on campus (minimum 4 days per week) and may be expected to attend events or provide service outside normal working hours.

Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement. In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Research Support

• Provide advice to faculty members, staff, and graduate students regarding established University policies and regulations related to research projects.
• Advise faculty members on established granting agency rules and regulations, i.e., guidelines regarding acceptable and non-acceptable expenditures of various grants and help to ensure all expenses are eligible and have supporting documentation.
• Coordinate with appropriate university partners to facilitate the establishment and compliance of new research accounts and projects.
• Monitor these research accounts to ensure correct revenue has been received and follow up with research accounting as required.
• Assist faculty members with managing their research accounts by tracking project balances and end dates and advising them on areas requiring immediate action such as over‑expenditures and expiring projects.
• Prepare journal vouchers to clear over‑expenditures and close expired project accounts.
• Involved in year‑end review of project accounts, including preparing journal voucher requests to clear over‑expenditures and zero out expired accounts.
• Liaise and collaborate with Research Accounting regularly to resolve any matters related to project accounts.
• Oversees the detailed review of research and endowment accounts for the department to ensure that expenditures do not exceed the funding available; prepares journal voucher requests as required.
• Responsible for the calculation and preparation of overhead distribution.
• Responsible for preparation and submission of travel claims and non‑employee expense reimbursement, expense reports, corporate credit card reconciliations, PER claims, one‑time lump‑sum payments, honorariums, PI fees, all types of purchase requisitions/orders, invoice payments, internal departmental billings as needed, generating accounts receivable invoices.
• Facilitate the set‑up of external vendors and general associates in compliance with university policies.
• Processes invoice payments and creates invoices for the department, researchers and Biomedical Engineering Department's conferences.
• Submission of template‑based hires (TBH) and job change requests (sessional instructors, post‑doctoral fellows, research assistants/associates, research coordinators, studentships, casual appointments, all research scholarships, volunteers, visiting scholars, general associates, etc.).
• Liaise with central administration units, such as UService, Human Resources Immigration, Postdoc office, Supply Chain Management, Human Resources, Finance, Facilities Management.
• Maintain the BME volunteering platform webpage for research‑related activities and communications related to these.
• Ensures mailing lists for the BME postdoctoral fellows and research staff comply with SSE and university policies.
• As…