Manager, Program Facilitation, Institutional Programs

Description

The Office of Research Services in VP Research is currently seeking a Full-time Limited Term Manager for approximately 12 months.

This position reports to the Director, Institutional Programs and provides operational leadership for the University's intake and review processes related to major institutional research funding programs, including CFI, Genome Canada, NFRF Transformation, NSERC CREATE, and other strategic funding opportunities.

The incumbent supervises a team of staff responsible for supporting funding application development and administration activities, while coordinating the day-to-day operation of established institutional funding processes. Working with researchers, administrators, funding agencies, and internal service units, the position supports the successful development and submission of complex institutional funding applications. They are also accountable for the operational effectiveness and delivery of institutional funding programs and associated support services. Within established strategic and policy frameworks, the position exercises independent judgment in setting operational priorities, allocating staff resources, resolving complex issues, adapting processes to meet evolving sponsor and institutional requirements, and ensuring service standards are achieved.

The position leads the operational planning and execution of major institutional funding competitions, balancing competing priorities, timelines, and resource constraints across multiple concurrent initiatives. The incumbent regularly makes decisions regarding workflow design, staff deployment, process implementation, and stakeholder engagement strategies to support successful funding outcomes and continuous service improvement.

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

Operational Leadership and Staff Supervision

• Supervises staff supporting the University's institutional research funding application processes.
• Provides day-to-day leadership, coaching, workload coordination, and performance feedback to team members.
• Supports staff training and onboarding activities.
• Assists with workforce planning to ensure adequate support is available during peak funding periods.
• Promotes a collaborative, service-oriented team environment.
• Leads recruitment, performance management, professional development, and succession planning activities for staff.
• Evaluates team effectiveness and implements changes to optimize operational performance and service delivery.
• Establishes operational priorities, performance expectations, service standards, and workload distribution for the team.
• Monitors operational outcomes and adjusts staffing assignments and resources to address changing demands and deadlines.
  
  

Institutional Funding Process Administration

• Oversees operational planning and execution of institutional funding competitions and strategic research funding initiatives.
• Coordinates the University's SUPPORT process for institutional research funding applications.
• Establishes operational procedures and service standards to support consistent and high-quality program delivery.
• Sets and communicates internal deadlines, milestones, and process requirements.
• Oversees the preparation and maintenance of forms, templates, and supporting documentation.
• Ensures application processes are administered consistently and efficiently.
• Monitors program performance and implements corrective actions to address operational risks, service gaps, or process inefficiencies.
• Determines operational priorities across competing institutional funding initiatives and allocates resources accordingly.
  
  

Stakeholder Coordination

• Serves as a primary operational contact for researchers, administrators, and service units involved in major funding proposals.
• Coordinates information gathering and review activities involving Finance, Campus Planning, Facilities Development, Fund Development, Research Accounting, and other stakeholders.
• Supports planning meetings, review sessions, and project coordination activities.
• Resolves operational issues and competing stakeholder priorities to ensure timely progress toward institutional funding objectives.
• Maintains effective working relationships with internal and external stakeholders.
• Negotiates timelines, expectations, and resource commitments among stakeholders to support successful program outcomes.
  
  

Compliance and Risk Support

• Assists in monitoring compliance with funding agency requirements and University procedures.
• Identifies, assesses, and mitigates operational risks associated with funding programs and application processes; escalates significant institutional risks when required.
• Supports audit, reporting, and documentation activities associated with institutional funding programs.
• Maintains records management practices in accordance with University policies and sponsor requirements.
• Develops and implements operational controls and monitoring processes to support compliance and accountability.
  
  

Process Improvement and Training

• Leads the identification, development, implementation, and evaluation of operational improvements related to institutional funding programs and services.
• Establishes improvement priorities and oversees change initiatives designed to enhance efficiency, service quality, compliance, and stakeholder experience.
• Leads communication, training, and change-management activities associated with operational improvements.
• Supports implementation of approved process improvements.
• Assesses the effectiveness of implemented changes and makes ongoing adjustments to optimize outcomes.
  
  

Project Coordination

• Coordinates project planning activities associated with major institutional funding programs.
• Supports development of project charters and project tracking tools.
• Assists with coordination of site visits, expert review panels, and other funding-related activities.
• Acts as a resource to colleagues regarding process requirements, project coordination practices, and operational procedures.
  
  

Qualifications / Requirements:

• University undergraduate degree required; master's degree considered an asset.
• Equivalent combination of education and experience may be considered.
• Experience managing professional staff and overseeing operational service delivery.
• Demonstrated experience leading organizational or process change initiatives.
• Experience developing operational plans, setting priorities, and managing resources in a complex environment.
• Demonstrated ability to exercise independent judgment and decision-making within a broad operational mandate.
• Strong communication, facilitation, interpersonal, and analytical skills.
• Excellent organizational and project management abilities.
• Demonstrated ability to manage competing priorities and deadlines.
• Customer-service orientation with strong problem-solving skills and attention to detail.
• Knowledge of the Canadian research funding environment and university research administration is preferred.
• Experience supporting multi-stakeholder initiatives within a complex organization is an asset.
• Workshop facilitation experience or training is an asset.
  
  

Application Deadline: November 18, 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 classified in the Management Career Band, Level 2 of the Management and Professional Staff Career Framework.

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 ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

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