Administrative Coordinator
About The Position
Under the supervision of the Research Data Officer, the Administrative Coordinator supports data administration activities within the Data Management team of the Research Systems and Planning unit. The incumbent contributes to the efficient operation of the unit by reviewing, processing, and maintaining research administration data within the Electronic Research Administration Portal (eRAP/InfoEd). The Administrative Coordinator ensures that data entry is accurate, complete, and aligned with established guidelines and coding standards. They act as a resource person for data entry procedures and support colleagues by providing guidance and responding to inquiries related to data coding and system use. The role includes reviewing and organizing source documents, entering and validating data for pre- and post-award activities, and performing ongoing quality control through the use of reporting tools such as Excel and Power BI. The incumbent also contributes to continuous improvement initiatives by identifying discrepancies, recommending enhancements to processes, and supporting consistency in data administration practices.
Requirements
- Demonstrated ability to work in a computerized environment using specialized software platforms, the Microsoft Office suite of tools, databases and spreadsheets: intermediate level proficiency in Excel (will be tested).
- Ability to review, validate, and reconcile data, leveraging Excel and Power BI (will be tested).
- Uses structured methods/mechanisms to review work.
- Demonstrated ability to prioritize and meet weekly and monthly deadlines in a high-volume environment.
- Demonstrated organizational skills and ability to handle multiple tasks while maintaining accuracy through attention to detail.
- Demonstrated ability to clearly transmit and receive information, both verbally and in writing.
- Customer-focused and service oriented with the ability to listen, understand needs and assist colleagues in resolving issues.
- Proficiency in English (spoken and written).
- DEP - Secretarial Studies
- 4 Years Related Experience / DEP - Office Systems
Nice To Haves
- Familiarity with Power BI, including the ability to: Navigate Power BI dashboards; Apply filters and compare results with source data; Use reports to verify data accuracy;
- French considered an asset.
Responsibilities
- Data intake and entry. Reviews emails, spreadsheets, SharePoint lists, Research Funding Checklists, and other source documents to initiate and complete data entry in the Electronic Research Administration Portal (eRAP/InfoEd), ensuring information is complete and accurate.
- Compliance with data standards. Ensures all data entry adheres to established guidelines, Standard Operating Procedures, protocols, and coding standards. Provides clarification and responds to inquiries from VPRI staff regarding data entry standards.
- Record maintenance and updates. Responds to requests from VPRI staff to revise or supplement records. Verifies data for completeness and accuracy when making updates.
- Quality control and error correction. Uses Excel reports and Power BI reports to review personal data entry work, identify discrepancies, and correct errors to maintain high data integrity.
- Document administration. Uploads and organizes supporting documents within existing eRAP records, ensuring files are correctly categorized and aligned with document content.
- Collaboration and Liaison. Liaises with OSR staff and other stakeholders to obtain, clarify, and provide information related to data entry requirements and issues.
- Process Improvement. Identifies trends or recurring issues in data entry and recommends procedural improvements to enhance accuracy and consistency in coding. Participates in implementing changes and resolving related issues.
- Special projects. Participates in special projects involving data entry for large or complex grant submissions, as well as updates related to changes in coding standards, data requirements, or funding records for affiliated research centres.
- Systems and user support. Uses a variety of software applications to perform daily tasks. Assists colleagues in troubleshooting system issues or errors and provides guidance on system use. Escalates technical problems to appropriate IT or system support members and liaises with them as required.
- Records administration and archiving. Prepares files for archiving in accordance with University guidelines, including scanning and uploading grant documentation into eRAP.
- Team participation. Participates in team meetings, contributing to discussions on workflows, data entry practices, and process improvements.
Benefits
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
