Grants and contracts manager

University of Waterloo; Southwestern Ontario; On-site; CAD 71,000 - 90,000; Full time

Job summary

A leading research university in Southwestern Ontario seeks a skilled individual for research administration support. This role involves managing grant applications, providing expert advice to faculty, and ensuring compliance with university policies. Candidates should have a strong educational background, proven project management experience, and exceptional communication skills. This is a temporary full-time position with a hiring range of $71,827.90 – $89,784.87.

Qualifications

• 4+ years demonstrated experience in project management and administration.
• Proven ability to evaluate and edit grant proposals.
• Ability to negotiate agreements and contracts.

Responsibilities

• Support faculty in grant submission and awarding.
• Manage proposals and post-award research administration.
• Act as a central point of contact for complex projects.

Skills

Exceptional communication skills

Negotiation skills

Organizational skills

Analytical skills

Attention to detail

Education

Completion of an undergraduate degree

Master's degree preferred

Tools

Word processing software

Spreadsheet applications

Database management software

Job description

Primary Purpose

Responsible for providing expert advice, research administration and project management services to UW faculty members who are applying for, or hold, grant, contract, or award funding for research related activities.

Key Accountabilities

• Support faculty with submission and awarding of grants and contracts
• Provide program / sponsor specific review of proposals / applications to faculty members
• Edit research proposals and applications for completeness, grammar, formatting and spelling
• Aid faculty members in the establishment and management of budget requirements
• Target faculty / proposals needing particular support (e.g. new faculty)
• Ensure that proposals conform to UW policies and procedures pertaining to payment terms, liability, publication, licensing and intellectual property rights and overhead
• Manage the submission of proposals / nominations in accordance with the policies, guidelines and deadlines of the relevant funding sponsor (online and / or by paper) and UW
• Act as central point of contact to coordinate and provide proactive and ongoing support for large, complex projects deemed of strategic importance to the institution
• Manage post-award research administration responsibilities for grants / contracts / awards
• Understand university policies and procedures as they relate to research grants and contracts, financial management, procurement services and human resources
• Negotiate and execute (per procedure 1A) all research-related agreements, including those with the sponsor, collaborating institutions, and partner organizations, and also data and material transfer agreements, etc.
• Protect the university from academic, reputational and financial risk through careful agreement and contract negotiation, balanced by the need to be flexible and responsive to research sponsors, while facilitating the research enterprise
• Clearly articulate and advise faculty members and/or students of the implications and obligations implied by contract terms, and suggest alternatives when concerns are raised during negotiations
• Manage financial set‑up, and assurances of required certifications (e.g. ethics, biohazards) and special risks (e.g. information security, controlled goods)
• Ensure that annual financial and project progress reports are submitted
• Ensure that required agreements are signed by project participants
• Provide administrative advice to faculty, departments, schools and other senior administrators regarding general problem‑solving, executing amendments to agreements and grants such as date extensions, overseeing budgetary reallocations, submission of deliverables and progress reports, resolution of payment problems and disputes regarding deliverables, correspondence with external sponsors to ensure effective performance monitoring of research projects
• Ensure adherence to the terms and conditions of the award and ensure audit requirements are met
• Ensure accurate, consistent and efficient workflow to best support researchers
• Ensure accurate data for institutional analyses
• Work with funding sponsors: participate when sponsors request input on programs, host sponsor visits when appropriate, develop relationships with sponsors to enable effective communication when questions or concerns arise
• Manage internal funding or nomination programs: develop and communicate internal competition procedures, coordinate review panels, participate in, and document panel decisions, ensure programs are run in a consistent and transparent fashion, provide analysis of internal programs to senior management to support strategic decision making
• Communications: promote funding opportunities and report results of competitions to university community, attend periodic meetings with sponsors, assist the Communications Officer with the preparation of press releases / writing of public communications, analyze application submissions / decision results etc., and make recommendations for process improvements, prepare non‑routine reports and undertake special projects from generalized requirements, develop internal approval forms and sample applications or templates, participate in university meetings regarding internal nomination procedures for programs within the portfolio
• Other duties as assigned

Required Qualifications

Education

• Completion of an undergraduate degree is required, with a Master’s degree preferred; or equivalent related education and experience that provides strong knowledge of an academic research environment
• Expertise in particular academic disciplines may be desirable for certain sponsor portfolios

Experience

• Minimum 4+ years demonstrated experience in project management and administration are essential, as well as budget development
• Proven ability to evaluate and edit grant proposals and negotiate agreements and contracts

Knowledge / Skills / Abilities

• Must have exceptional communication (oral and written), negotiation, consultation, and presentation skills
• Must have strong analytical, leadership and organizational skills
• Must have demonstrated attention‑to‑detail and problem‑solving and ability to work with confidential information
• Ability to exercise judgment to understand queries and develop appropriate solutions
• Strong proficiency with a variety of computer software applications including word processing, spreadsheet, database management is required

Equity Statement

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 coordinated 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 [e-mail] or 519‑888‑4567, ext. 45935.

Job Requisition ID: 2025-00694

Time Type: Full time

Employee Group: Staff

Job Category: Research and Program Support

Employment Type: Temporary

Department: Office of the Vice‑President, Research and International – Institutional Research Operations II

Hiring Range: $71,827.90 – $89,784.87

Posting Information: Term: 1 year; This position is being offered as a contract position.