Project Administrator, Mechanical & Manufacturing Engineering

University of Calgary; Calgary; On-site; CAD 60,000 - 95,000; Full time

Job summary

The University of Calgary, Calgary, AB, invites applications for a Full-time Limited Term Project Administrator in Mechanical & Manufacturing Engineering. The role supports research accounts, HR and finance transactions, and faculty recruitment, ensuring compliance with university policies and grant guidelines.

Requires a post-secondary business/admin or accounting credential, 3+ years' experience, and proficiency with PeopleSoft and Office 365. Initial term is approximately two years.

Qualifications

• Post-secondary business admin/accounting degree or diploma.
• Minimum 3 years' experience, ideally in a university.
• Proficiency with Microsoft Office 365.
• Experience with financial reporting systems.
• Experience in academic recruitment and hiring.
• Strong organizational and communication skills.
• Ability to read contracts and grants; multi-tasking in a shifting environment.

Responsibilities

• Provide advice on established policies and regulations related to research projects.
• Advise on grant rules and eligible expenditures with supporting documentation.
• Coordinate establishment and compliance of new research accounts and projects.
• Track project balances and end dates; advise on over-expenditures and expiring projects.
• Prepare journal vouchers to clear over-expenditures and expire accounts at year-end.
• Review research and endowment accounts to ensure expenditures do not exceed funding.
• Assist with department account transactions: journal vouchers, A/R billing, expense reports, honoraria.
• Oversee procurement of equipment, materials, and supplies.
• Coordinate the department speaker series with designated faculty members.
• Retain financial records and administer faculty recruitment and appointments.

Skills

Microsoft Office 365

PeopleSoft

Academic recruitment

Financial reporting

Communication skills

Education

Post-secondary business administration/accounting degree or diploma

Tools

PeopleSoft

E-procurement

Travel & expense

A/P and payroll

Job description

Description

Mechanical & Manufacturing Engineering within the Schulich School of Engineering is currently seeking a Full-time Limited Term Project Administrator for approximately 2 years.

Reporting to the Manager, Department Operations, the Project Administrator is responsible for providing accurate information and guidance to faculty with respect to the procedures, policies and regulations of Research Services, Supply Chain Management, Finance, and Human Resources. This position will assist with the coordination and administration of research accounts for faculty members within the department. This includes the application and award process for new research grants and contracts, supporting new research personnel, processing all research-related transfers and verification of research accounts. This role processes HR and finance-related transactions for the department, faculty members, research groups, and students.

Summary of Key Responsibilities (job functions include but are not limited to):

• 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 helping to ensure all expenses are eligible and has 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.
• Involved in year-end review of project accounts, including preparing journal voucher requests to clear over-expenditures and zero out expired accounts.
• Oversees the detailed review of research and endowment accounts for the department to ensure that expenditures do not exceed the funding available; prepare journal voucher requests as required.
• Supports the Manager, Department Operations and Department Head regarding department account transactions including preparing journal voucher requests, A/R billing requests, submitting expense reports, honoraria and non-employee expense reports.
• Responsible for ordering and purchasing of equipment, materials, and supplies for the department and faculty members.
• Manages and facilitates the department speaker series in coordination with designated faculty members.
• Responsible for the retention of financial records, and tracking research project information. Responsible for the administration of faculty recruitment and appointments.
• Responsible for overseeing and coordinating academic hiring across the department and the faculty as a whole, ensuring that recruitment processes are strategic, transparent, and aligned with institutional priorities.

Qualifications / Requirements:

• A post-secondary business administration/accounting degree or diploma.
• A minimum of 3 years of experience, preferably in a university environment. A combination of education and directly related experience may be considered.
• Intermediate proficiency with Microsoft Office 365 is required
• Experience with financial reporting systems.
• Experience in PeopleSoft including e-procurement, travel & expense, A/P and payroll modules.
• Demonstrated experience in academic recruitment and hiring, preferably within a university or post-secondary institution, with the ability to oversee hiring processes.
• Demonstrated strong organizational, communication and interpersonal skills.
• Demonstrated problem-solving ability.
• Must be able to read and understand contracts and grants Ability to multi-task due to shifting priorities.
• Highly developed interpersonal, time management and communication skills are required Ability to work independently and to work in confidential settings.

Application Deadline: November 6, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ( [e-mail]) and requests for accommodations can be sent to People & Culture ( [e-mail]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.