LOCATION: Dartmouth, Nova Scotia (Hybrid)

TYPE: Permanent, Full-Time

Job Summary

CarbonRun is seeking a highly organized, detail-oriented, and proactive Science Administrator to support the Chief Scientific Officer (CSO) and the broader scientific team. This role is central to the smooth running of our scientific operations — from grant and budget management to scheduling, student support, and the coordination of research activities.

The ideal candidate brings experience in a research or academic environment, thrives in a fast-paced, mission-driven organization, and takes genuine pride in enabling excellent science. This is a high-trust role requiring sound judgment, discretion, and a collaborative spirit.

Key Responsibilities

Research Grant Management

• Track and manage research grant timelines, milestones, reporting deadlines, and submission requirements across multiple funders.
• Prepare and submit research grant progress reports, financial summaries, and documentation in coordination with the CSO.
• Maintain and monitor research project budgets; flag variances and support financial planning for scientific programs.
• Liaise with finance, external partners, and funding agencies to ensure compliance and accurate reporting.
• Support the preparation and submission of new grant applications, including formatting, editing, and compiling required documentation.

Scheduling and Coordination

• Manage the CSO’s calendar, scheduling internal and external meetings, field work, travel, and key deadlines.
• Coordinate meetings with academic collaborators, funding agencies, government partners, and technical advisors.
• Prepare meeting agendas, take accurate minutes, and distribute action items following executive and team meetings.
• Support the planning and logistics of field campaigns, site visits, and scientific workshops.

Student and Research Team Support

• Assist with the onboarding of students, interns, and research assistants, including orientation, access to tools, and introduction to team processes.
• Help coordinate student task assignments, timelines, and check-ins in collaboration with the CSO and team leads.
• Support students in navigating institutional requirements, travel reimbursements, and administrative processes.
• Help maintain a well-organized shared workspace (Google Drive, Notion, or equivalent) for the scientific team.

Research and Administrative Support

• Assist in the preparation and formatting of scientific papers, technical reports, patent applications, and regulatory submissions.
• Draft, edit, and distribute correspondence, reports, and presentations on behalf of the CSO.
• Maintain organized records of scientific outputs, data management logs, and project documentation.
• Support literature searches, reference management, and background research as needed.
• Track receipts and support expense reporting for field work, travel, and project-related activities.

Communications and Stakeholder Coordination

• Serve as a professional point of contact between the CSO and internal teams, academic partners, government agencies, and funders.
• Support cross-team coordination to ensure scientific activities are aligned with operational and business development priorities.
• Uphold confidentiality and discretion in handling all business and research information.

Qualifications

Required

• An undergraduate degree in science, environmental studies, business administration, or a related field.
• A minimum of 2 years of experience in an administrative, research coordination, or scientific support role.
• Experience with grant administration, budget tracking, or financial reporting in a research or non-profit environment.
• Exceptional organizational and time-management skills, with a strong attention to detail and the ability to manage multiple priorities.
• Excellent written and verbal communication skills, with the ability to engage professionally with academic, government, and private-sector stakeholders.
• Proficiency in Google Workspace, Microsoft Office Suite, and project management or collaboration tools (e.g., Notion, Asana, ClickUp).
• Ability to handle sensitive information with professionalism and discretion.
• A proactive, self-directed working style with the initiative to anticipate needs and follow through independently.

Valued Attributes

• Experience supporting scientific or technical teams in a government research environment.
• Familiarity with Canadian granting agencies (e.g., NSERC, ECCC, CIRNAC) and their reporting requirements.
• Experience coordinating student researchers or field programs.
• Proficiency in reference management tools (e.g., Zotero, Mendeley) or data management platforms.
• Comfort working in a dynamic, early-stage organization where priorities can shift quickly.
• Proficiency in French or another language is considered an advantage.

Benefits

We offer a competitive compensation package where you will be rewarded based on your performance and recognized for the value you bring to our business. Plus, we offer:

• The flexibility of a hybrid work environment
• Canadian Group benefits plan including:
• Extended health care
• Dental care
• Life and dependent life insurance
• Long-term disability and accidental death and dismemberment coverage
• Employee and Family Assistance Plan
• Employee Stock Options Plan
• Paid time off and vacation time

Application Process

Deadline: July 3, 2026

Review of applications will continue until the position is filled. The start date is flexible, but earlier availability is preferred.

Apply now using our online application form.

CarbonRun is an Equal Opportunity Employer. We value diversity, equity and cultural sensitivity. We are dedicated to combating systemic discrimination of under-represented groups. If you need reasonable accommodation at any point during the application or interview process, please let us know.