Job Summary
Reporting to Prof. Dr. Bhavin Shastri, Principal Investigator (PI) and Prof. Dr. Nir Rotenberg, Quantum Nanophotonics, the Program and Lab Coordinator supports the NUCLEUS CREATE program. The position supports Laboratory Coordination in the Quantum Nanophotonic Lab. It is based at Queen’s University in Kingston, Ontario, with interaction across a nationwide network of partners. The Program Officer will manage day-to-day operations of the NUCLEUS CREATE grant, including organizing activities, tracking progress, maintaining records, and preparing reports for funders such as NSERC. The role includes program operations, data management, partner engagement, and sharing program outcomes with key audiences. The position also supports project, financial, and administrative processes to ensure training goals are met in line with funding requirements. The role involves working with NUCLEUS committees, identifying opportunities, strengthening partnerships, and supporting training initiatives. The Program and Lab Coordinator will assist PIs with financial projections, grant management, personnel management, laboratory operations, and day-to-day administration. The broader aim is to contribute to a growing photonics initiative at Queen’s and to support future growth of the team and program.”
Job Description
Program Administration
- Manage day-to-day program administration, including administrative, logistical, scheduling, and operational functions.
- Set up and maintain program, project, student, and trainee tracking systems, including databases, schedules, records, and documentation.
- Coordinate onboarding for new trainees at Queen’s and partner institutions, distribute program requirements and award correspondence, and liaise with current trainees and prospective applicants.
- Coordinate committees and working groups by scheduling meetings, preparing agendas and materials, taking minutes, assigning action items, and tracking progress.
- Organize program events, including annual symposia, conferences, workshops, seminars, site visits, and other training activities.
- Support the coordination of mentorship programs, internships, research exchanges, trainee placements, and partner-based opportunities.
- Coordinate internship opportunities by communicating with external partners and trainees, sharing announcements, tracking available positions, and supporting placement logistics.
- Maintain relationships with local, national, and international academic and industry partners involved in the NUCLEUS program.
- Work with Queen’s communications teams to promote NUCLEUS and affiliated research news, including maintaining and updating the program website and social media accounts.
- Communicate day-to-day priorities and ensure program policies, practices, procedures, and deadlines are clearly understood by trainees, partners, and program stakeholders.
- Prepare correspondence, meeting materials, presentations, briefing notes, and other documents, including sensitive and confidential materials.
- Support scheduling for the PIs and research groups, including local meetings and travel-related coordination.
- Undertake other administrative duties and special projects in support of the program.
Research Administration
- Serve as a key point of contact for the PI, co-applicants, collaborators, trainees, postdoctoral fellows, and external partners.
- Support research reporting by collecting, tracking, and organizing information on trainee participation, research projects, publications, scholarships, fellowships, internships, exchanges, site visits, and partner engagement.
- Compile information from funding applications, trainee reports, annual reports, and other sources into formats suitable for NSERC and other reporting requirements.
- Coordinate the preparation and review of reports to NSERC and other funders, including distributing drafts, collecting feedback, tracking revisions, and supporting final submission.
- Maintain accurate records of research outputs, program outcomes, trainee awards, and project-related activities.
- Support the preparation of manuscripts, briefing notes, presentations, strategic communications, and other research-related materials, including gathering data from public sources and providing basic graphic design support as needed.
- Support special research-related projects by gathering data, organizing information, maintaining resources, and ensuring materials are accessible and up to date.
Financial Administration
- Manage program and lab budgets, including financial commitments, projections, expenditures, reconciliations, and reporting to the PI and relevant committees.
- Maintain accurate financial records using spreadsheets, institutional tools, and NSERC systems, ensuring compliance with Queen’s, Tri-Council, NSERC, and other funding requirements.
- Coordinate lab purchases and expenses, including purchase orders, grant-budget alignment, expense reimbursements, financial journal entries, and HQP salary-related processes.
- Review and process expense and reimbursement submissions from students, staff, faculty, co-investigators, visiting researchers, and guest lecturers, including travel-related expenses.
- Support the reconciliation of accounts and coordination of funds with co-applicant universities.
- Liaise with the department to support visa applications and other documentation for research group members and visitors, as required.
- Undertake other duties and special projects as assigned in support of the program and labs.
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