Temporary Research Coordinator
St. Thomas University - 2 Jobs
Fredericton, NB
Job Details:
Benefits:
Reporting to the Associate VP (Research), and the Chair of the Research Ethics Board, the Research Coordinator provides specialized support to the Office of Research Services and the Research Ethics Board. The Research Coordinator maintains records relating to research grants using an electronic grant management system, ensuring that applications, letters of award, and budgetary materials are up-to-date and accessible. The Research Coordinator also maintains the university's Open Access Repository and Research Data Management Repository, both of which involve curating materials and adding metadata required for upload. The position involves maintaining a database of faculty research expertise and informing the university community about faculty research achievements. The Research Coordinator provides support to the Senate Research Committee, including taking minutes, generating letters of award, coordinating internal funding opportunities, and assisting with research policy development. The Research Coordinator also provides support to the AVPR for the ongoing development of the university's EDI (Equity, Diversity, and Inclusion) Action Plan and our Research Data Management (RDM) Institutional Strategy.
The Research Coordinator also provides support to the Research Ethics Board, creating and maintaining files, reviewing files, and sending them to REB members, creating agendas and taking minutes, and answering questions from faculty members concerning the REB application and approval process. The Research Coordinator will complete the TCPS 2 core program, will attend the annual conference of the Canadian Association of Research Ethics Boards, and will undertake regular professional development in the field of research ethics.
The Research Coordinator provides support to faculty members in relation to student timesheets, purchase orders, and reimbursements, liaising with Financial Services to ensure that all grant-related budgetary activities are documented and processed. The Research Coordinator organizes and maintains both electronic and paper file management on behalf of the ORS and acts as the first point of contact for faculty, staff, and the wider community in relation to the work of the ORS. The Research Coordinator organizes faculty book launches and provides high-level support for the Student Research and Ideas Fair. The position also involves maintaining the ORS WordPress site and coordinating with the Office of Communications to ensure that the ORS website is up to date. For limited periods in December and April, the Research Coordinator also provides support to the Director of Institutional Research in relation to student course evaluations. The Research Coordinator position requires a high level of discretion and professionalism regarding all files and email correspondence relating to the work of the ORS and REB.
Position Type: Temporary, Full-Time Research Coordinator
Term: October 2026 - September 2027
Hours of Work: Full-Time (25 hours per week)
Classification: Band 4
Closing Date: October 29, 2026
- Provides support to the Associate Vice-President (Research) in the management of the General Research Fund and other ORS budgets by tracking expenditures and reporting back to stakeholders (AVPR, SRC, and other groups with ORS monitored budgets) and coordinating REB approval before release of funds.
- Administers internal grant competition process using software to create, distribute, accept, process, and track all internal grant applications, managing files on shared drives, and updating online application forms. Monitors related online content for internal grants.
- Provides support to the Senate Research Committee by tracking membership, providing support to new members, and facilitating communication when files are under review.
- Assists the Associate Vice-President (Research) and/or REB Chair during reports of adverse research events including breaches of research integrity and other research-related risks or complaints in relation to the RCR Framework, STU's Integrity Policy and REB Policy.
- Coordinates various activities of the REB designed to increase the level of compliance and adherence to federal guidelines and requirements. Activities include but are not limited to supporting faculty during the pre-application stage, maintaining all online forms, tracking ethics certificates via Study Steward, facilitating research ethics education for faculty and REB members, and ensuring STU's policies and procedures are aligned with federal guidelines. Maintains, processes, and monitors practices to ensure research involving humans, especially children and other vulnerable populations, complies with all regulations.
- Assists in the development, implementation and communication of standard operating procedures, guidance documents and forms relating to the REB. Maintains and updates electronic databases and activity reports.
- Provides accurate and complete documentation to REB for discussions and decisions. Coordinates the maintenance of electronic and paper files to ensure timely and accurate record keeping, and archives files as required.
- Arranges meetings, assigns files to members of REB, supplies application information, takes minutes, helps with creation of letters to researchers, and maintains files and correspondence.
- Types and/or edits correspondence and reports, and takes and/or types the minutes, from written drafts. Prints and mails routine Research Ethics Board (REB) letters and memorandums, making copies for files and disseminating to other offices as required.
- Provides support to the Associate Vice-President (Research) on development of STU's EDI Action Plan, including correspondence, documentation, processing, and collation of data on EDI matters, and identifying EDI initiatives and training opportunities to establish best practices.
- Maintains ORS data files pertaining to internal and external grants, extra-university research partnerships, faculty research interests, faculty publications, reimbursements, requisitions, and research assistant employment using physical files and electronic file management. Files and archives all ORS documents in accordance with the University's records management policy.
- Provides support to the Associate Vice-President (Research) on the development and maintenance of the University's Research Data Management Strategy, in accordance with Tri-Agency policies, including gathering information on national standards, documenting and tracking faculty research with reference to STU's Data Management Strategy, and liaising with stakeholders, as well as curating and uploading files to STU's Research Data Repository.
- Maintains STU's Open Access Repository of faculty research publications, including determining open access requirements, liaising with faculty authors to obtain manuscripts, format manuscripts and cover sheets, add relevant metadata, and upload to repository site.
- Types and/or edits correspondence and reports, and takes and/or types the minutes, from written drafts. Prints and mails routine Senate Research Committee (SRC) letters and memorandums, making copies for files and disseminating to other offices as required.
- Maintains ORS WordPress site.
- Books meetings for the Associate Vice-President (Research) and manages his/her calendar when required.
- Assists with graduate school applications and funding workshops.
- Creates and updates online content (e.g., news, events, grant opportunities, etc.) and works collaboratively with the Office of Communications on graphic design projects.
- Serves as a point of contact for ORS with the Canadian Association of Research Ethics Boards (CAREB). Attends annual CAREB conference and makes recommendations to Associate Vice-President (Research) and REB Chair on matters relevant to STU.
- Coordinates special events (i.e., Student Research & Ideas Fair, faculty book launches), including but not limited to booking rooms, tracking expenditures, creating, and distributing posters and notices, preparing materials for presentations, making catering arrangements, communicating with students & faculty, producing programs, payment, and room set up.
- Processes payroll sheets and reimbursements relating to internal and external grants, including the maintenance of grant-tracking spreadsheets, obtaining required signatures, and liaising with Financial Services.
- Maintains equipment and books available for loan.
- Distributes, copies, and tracks incoming mail, organizes outgoing mail, and organizes couriers.
- Sends event notices to listservs and posts notices to STU event calendar.
- Provides reception duties for the Office of Research Services.
- Follows and develops office practices and procedures to contribute to the productivity and efficiency of the office.
- As required, assists the Office of Institutional Research in the processing of course evaluations.
- Performs other related duties as required.
- A minimum of two years of administrative support experience in a professional, automated office environment.
- The minimum educational requirement is completion of a Bachelor's degree or equivalent.
- Initiative and ability to organize, complete work assignments, and work independently with a high level of attention to detail.
- Demonstrated knowledge of research ethics, research data management, and/or open access.
- Demonstrated proficiency using the Microsoft 365 suite (Word, Excel, PowerPoint, SharePoint, Outlook, Teams), Study Steward, Adobe Connect, Adobe Acrobat X Pro, FileMaker Pro, Zoom, Doodle polls, and the ability to develop proficiency with other systems and software programs.
- Excellent communication (verbal and written), organizational, and interpersonal skills; professional manner, and ability to proceed in confidential situations.
- Knowledge of administrative best practices and processes.
- Experience in Library and Information Sciences would be an asset.
- Frequent need to concentrate when typing/word processing and entering data.
- Regular requirement to work under pressure to meet deadlines.
- Awareness of a variety of activities which are proceeding simultaneously.
- Conflicting demands and the quantity of information processed may cause stress.
- Frequent need to manage daily operations independently.
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