Description
SSE Operations Staff within the Schulich School of Engineering is currently seeking a Full-time Limited Term Awards Writer and Coordinator for approximately 24 months,
Reporting to the Operations Manager, Schulich School of Engineering (SSE), this individual is responsible for coordinating multiple writing projects; awards for the SSE Dean's Office and providing key operational support to enhance the quality and quantity of internal and external award applications submitted by the School. The work involves a high degree of complexity and requires attention to detail while maintaining a strategic vision, the ability to meet constant deadlines, and the flexibility to work with multiple stakeholders spanning various levels of seniority.
Work hours are Monday to Friday, 8:30 am to 4:30 pm, for 35 hours/week. Some evening and weekend hours may be required during peak periods. In alignment with the operational needs of the Dean's Office, this position is an in-person, on campus role with the potential to work remote one day per week.
Summary of Key Responsibilities (job functions include but are not limited to):
Award Development, Writing and Coordination
- Lead the full lifecycle of award nomination development, including planning, scheduling, coordinating, writing, editing, reviewing, submitting, and tracking multiple concurrent award applications.
-
Develop, review, and edit award nominations and supporting documentation to ensure consistent messaging, clarity, strategic alignment, formatting, grammar, compliance, and competitiveness.
-
Collaborate with faculty, academic leaders, project teams, and external partners to gather information through interviews, identify strategic supporters, and prepare compelling nomination packages, letters of support, proposals, reports, and other written materials.
-
Research and identify national and international award opportunities relevant to the Schulich School of Engineering and develop resources, guidance documents, timelines, and best practices to support successful nominations.
-
Develop, implement, and continuously improve award processes, work-back schedules, annual award calendars, reminders, digital resources, newsletters, and reporting tools to strengthen the School's awards program.
-
Prepare and coordinate communications related to award opportunities, nomination processes, deadlines, faculty resources, and internal initiatives.
-
Maintain writing project documentation, award tracking records, communication logs, and activity reports to support program planning and continuous improvement.
-
Support faculty with annual reporting by utilizing institutional data and Power BI to prepare reports, dashboards, and insights that strengthen award nominations and strategic planning.
-
Analyze faculty and research data to proactively identify high-potential candidates for national and international awards and monitor trends in the awards landscape to align nomination strategies with institutional priorities.
-
Liaise with University of Calgary partners to advance institutional award initiatives and support collaborative nomination opportunities.
-
Maintain a comprehensive understanding of the awards cycle, nomination pipeline, and institutional processes to ensure timely, coordinated, and high-quality submissions.
Awards Administration and Program Support
-
Maintain and update the School's awards tracking database to monitor nomination pipelines, submission status, outcomes, and reporting metrics.
-
Monitor and manage the Research and Awards shared inbox, responding to inquiries and coordinating communications with faculty, departments, campus partners, and external stakeholders.
-
Prepare award activity reports, dashboards, and summary documentation.
-
Notify departments, faculty members, and administrative staff of upcoming award opportunities, deadlines, and required documentation.
-
Coordinate award timelines, reminders, and submission schedules to ensure all milestones are met.
-
Maintain and regularly update the Research SharePoint site, ensuring award resources, templates, guides, deadlines, and reference materials remain current and accessible.
-
Support development and distribution of the School's weekly research and awards newsletter by gathering content, preparing communications, and coordinating publication schedules.
-
Coordinate logistics for the Awards Committee, including scheduling meetings, preparing agendas and supporting documentation, recording minutes, tracking action items, and preparing meeting summaries.
-
Maintain meeting documentation and records related to award nominations, committee decisions, and annual reporting requirements.
-
Support annual and ad hoc reporting activities related to research awards, recognition, and institutional performance.
Other duties as assigned
- Provide surge support for grant development during high-volume periods, such as the NSERC Discovery Grant season, including reviewing and editing grant applications for clarity, structure, alignment with program criteria, and compliance with sponsor guidelines.
-
Other duties as assigned to support the administration of research in the engineering faculty.
Qualifications / Requirements:
-
Post-secondary degree (Communications, Business, Science, Engineering, other); master¿s degree preferred.
-
Minimum three (3) years' experience writing and editing in an academic environment.
-
Advanced writing and research skills required.
-
Experience coordinating award applications for academic and research purposes.
-
Highly effective administrative coordination, time management and project management; ability to manage multiple projects continuously and work with concrete deadlines.
-
Excellent analytical, communications (verbal and written) and interpersonal skills.
-
Proficiency in Microsoft Office software applications.
-
Experience with Power BI for data visualization, reporting, and insight generation is required.
-
Ability to analyze data to proactively build award pipelines, including identification of high-potential candidates.
-
Knowledge of award ecosystems, including eligibility criteria and nomination processes across both national and international bodies.
-
Experience building collaborative relationships with faculty, academic leaders, and research offices to support award readiness and nomination success.
-
Writing and/or editing samples may be requested for those candidates chosen for an interview.
-
Experience reviewing or editing research grant applications (e.g., Tri-Agency programs such as the NSERC Discovery Grant) is considered an asset.
Application Deadline: August 03, 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 ([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.
