Posting Information: This posting is for an existing vacancy.
The internal posting deadline for this position is July 16, 2026, at 11:59PM
This position is being offered at the USG 9 USG 9: $73,695 - $92,119
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.
Grants and Contracts Managers are assigned to one of two groups within the Office of the Vice-President, Research and International, with one group specializing in the administration of research grants and the other specializing in research contracts.
Grants and Contracts Managers are expected to develop their skills to at least the proficient level. Advancements to higher levels are in recognition of ability, skills that demonstrate expert level knowledge in a range of functional areas, as well as increased levels of professional development, experience, responsibility and initiative. To advance, Managers must perform above expectations of current level and meet majority of competencies in the next level. The levels are defined primarily by level of expertise and experience, the scope of influence and responsibility (portfolio/section/office of research/university-wide/external), and the complexity and impact of the portfolio. The relative proportion of the various key accountabilities will vary with the sponsor portfolio for which the Pre-Award Manager is responsible.
KEY ACCOUNTABILITIES
1. Provide assistance to faculty members in preparing and submitting proposals and applications for research funding programs and opportunities, and/or negotiating research contracts and other agreements with public and private-sector partners:
Edit research proposals and applications for completeness, grammar, formatting and spelling;
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Aid faculty members in the establishment and management of budget requirements;
Provide program / sponsor specific review of proposals / applications to faculty members
Target faculty / proposals needing particular support (e.g. new faculty);
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 pro-active and on-going support for large, complex projects deemed of strategic importance to the institution
2. Work closely with faculty members to assist in ongoing management of their grants / contracts / awards and reporting requirements:
Understand university policies and procedures as they relate to research grants and contracts, financial management, procurement services and human resources. Ensure that proposals conform to UW policies and procedures pertaining to payment terms, liability, publication, licensing and intellectual property rights and overhead;
Manage the post-award administration of projects / contracts including negotiation and finalization of agreements with the funding sponsor and with collaborating partner organizations; financial set-up, and assurances of required certifications (e.g. ethics, biohazards) and special risks (e.g. information security, controlled goods).
Provide administrative advice to faculty, departments, schools and other senior administrators. This includes 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. It also includes ensuring adherence to the terms and conditions of the award and ensuring that audit requirements are met.
Clearly articulating and advising faculty members and/or students of the implications and obligations implied by contract terms, and suggesting alternatives when concerns are raised during negotiations
3. Negotiate and execute (per university signing procedure) inter-institutional agreements, data or material transfer agreements, and other research related contracts:
Ensure compliance with both sponsor and UW policies and guidelines;
Protect the university from academic, reputational and financial risk through careful contract negotiation, balanced by the need to be flexible and responsive to research sponsors, while facilitating the research enterprise
4. Work closely with sponsors (government, funding agencies, industry and non-profit) regarding program guidelines, submission of applications and annual reports:
Ensure that annual financial and project progress reports are submitted;
Ensure that required agreements are signed by project participants;
Participate when sponsors request input on programs
Host sponsor visits when appropriate
5. Communicate with the university community to promote funding opportunities and report results of competitions:
Attend periodic meetings (on- or off- campus) with sponsors and/or other university representatives regarding program guidelines, best practices, review and reporting procedures and development of proposals;
Assist the Communications officer with the preparation of press releases / writing of public communications.
6. Follow internal processes and procedures related to administrative requirements:
Ensure accurate, consistent and efficient workflow to best support researchers;
Ensure accurate data for institutional analyses
7. Manage internal funding or nomination programs in a consistent and transparent fashion:
Develop and communicate internal competition procedures;
Co-ordinate review panels, participate in and document panel decisions;
Provide analysis of internal programs to senior management to support strategic decision making
8. Provide strategic advice and undertake special projects as required by senior administrators:
Create tracking sheets for internal deadlines and submission information;
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
POSITION REQUIREMENTS
Completion of an undergraduate degree is required, with a Master’s degree preferred; or equivalent related education and experience which provides strong knowledge of an academic research environment.
Expertise in particular academic disciplines may be desirable for certain sponsor portfolios.
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.
Must have exceptional communication (oral and written), negotiation, consultation, presentation, analytical, leadership and organizational skills.
Must have demonstrated attention-to-detail and problem solving and ability to work with confidential information.
Technical: 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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.
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