Research Administrative Coordinator

Position Title: Research Administrative Coordinator

Department: Research Services Group

Position Type: Permanent, Full Time

Classification: MPE Band C

Salary Range: $49,002-59,847

Posting Date: October 9, 2025

Closing Date: October 17, 2025

Overview

Reporting to the Associate Vice-President, Research, Graduate Studies, and Professional Studies, this role provides administrative support to the AVPRGS, the Research Services Group, and the Research Ethics Board. It requires initiative, independent judgment, and discretion in managing the AVPRGS’s schedule and daily operations. The position represents the Research Services Group with professionalism in interactions across the university. It also supports the coordination of campus research related activities, communicates with students about Student Research Day, ethics policies, and graduate and research services at StFX, and administers the University Research Council, the Jules Léger, James, Gatto endowed Chairs, the Research Advisory Committee and the Committee on Graduate Studies.

Key Responsibilities

• Manage all communications, scheduling, and daily operations for the AVPRGS, including coordinating meetings (UCR, Research Advisory, Léger, Gatto, James, COGS) and ensuring quorum.
• Liaise with university departments, organize events (Student Research Day, 3MT, summer BBQ), and coordinate travel and expense submissions for the AVPRGS and staff.
• Administer special projects such as the Graduate Research Award and the Research Chairs Colloquium, including communication, logistics, and fund transfers.
• Maintain and update Research Services and Ethics websites; manage documentation, research agreements, and meeting materials.
• Provide administrative support to the Chair of the Research Ethics Board.
• Provide administrative support to the Research Services Group team and reconcile purchasing cards and OneCards.
• Support the Research Ethics Board: manage ROMEO database, track certifications, schedule meetings, take minutes, and ensure Tri-Council policy compliance.
• Maintain and balance endowment budgets for Léger, James, Gatto endowments.
• Contribute to the development and implementation of the new graduate application system (Target X) and manage related data and reporting (X-reports) as needed.

Qualifications

• Post-secondary education in administration, business, or a related field, with several years of progressive experience in an academic or research environment.
• Exceptional organizational and time-management skills, with the ability to prioritize competing demands and manage multiple projects simultaneously.
• Strong communication and interpersonal abilities, demonstrating professionalism, diplomacy, and discretion when liaising with faculty, students, and external partners.
• Proficiency with office software and databases, including MS Office (Word, Excel, Outlook), and familiarity with systems such as ROMEO, Target X, or similar platforms.
• Knowledge of university governance and research processes, including ethics review, graduate studies administration, and event coordination.
• Attention to detail and sound judgment, with the ability to work independently and maintain confidentiality in all matters.

 To apply for this opportunity, click the "Apply Now" button and upload your cover letter, resume and references.

StFX is located in Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People.

 Our institution is committed to upholding the values of equity, diversity, inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mi’kmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQIA+ and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

 We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact People and Culture at hr@stfx.ca or 902-867-5038.  

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today’s undergraduates through providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada’s most vibrant and inspiring residential campus. Here, the focus is on the academic and the personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean's annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca

 About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year. 

For more information visit www.townofantigonish.ca or www.visitantigonish.ca.