Coordinator, Visiting Researcher Program

“At Perimeter, I have found that on timescales of months, you can execute the kinds of projects that would otherwise take many years elsewhere. Anything can happen at Perimeter.” 

– Avery Broderick, Associate Faculty member, Perimeter Institute

Scientists at Perimeter Institute explore the cutting edge of modern theoretical physics. They grapple with everything from the mind-bending mysteries of the quantum realm to fundamental questions about the universe that inspire awe in people of all ages and backgrounds. 

At Perimeter we believe that national and global collaboration are central to the progression of theoretical physics and are proud to run our active ongoing visitor program. Read about one visiting researcher’s Perimeter Institute experience.

Reporting to the Associate Director, Educational Outreach and Scientific Programs, the The Coordinator, Visiting Researcher Program is responsible for the administration of all aspects of Perimeter Institute’s Internationally renowned Visiting Researcher Program. Additionally, the Coordinator, Visiting Researcher Program, will provide general administrative assistance and back up support for the Program Lead, Visiting Research Program, and the Program Manager, Conference and Scientific Events during peak times.  

“Perimeter is a long-term investment that will pay off exponentially. The work we do here will yield profound results – not only for the future of technology, but for the future of Canada and all of humanity.” 

– Michael Serbinis, Board Chair, Perimeter Institute

Primary Duties and Responsibilities

• Coordinates all aspects of Perimeter’s Visitor Program, ensuring adherence to visitor polices including:
  • Responsible for the internal visitor request process working closely with IT to ensure efficiency in processes and updates as needed
  • Create and approve visit requests based on policy and housing availability
  • Act as main point of contact for program related inquiries 
  • Maintain and audit visitor data in CRM System-Salesforce 
  • Create Visitor Packages for all visitors
  • Create invitation letters as requested for all programs
  • Review and maintain bistro accounts for visitors
• Manages the arrangement of third-party cleaning services for Perimeter housing following visitor stays
• Manage and coordinate housing requests outside of the Visitor Program
• Collaborate closely with the Program Lead, Visiting Researcher Program to ensure a positive visitor experience
• Coordinate desk allocations in consultation with Facilities and People & Culture for new postdoctoral fellows, existing staff (research and admin) and visitors.
• Assist the Associate Director with quarterly performance and Board reporting as needed
• Additional projects and duties assigned as needed.
• Update policies and procedures to ensure the visitor program aligns with institutional EDI initiatives
• Review and approve visitor expense forms, seeking approval for exceptions to policy where required

Required Education, Knowledge and Abilities

• Completed Postsecondary Education in a relevant field of study
• One (1) to three (3) years of experience in a relevant field or highly service oriented environment 
• Ability to understand and appreciate the goals, objectives, and operations of a Research Institute.
• Ability to gather data, compile information, and prepare reports
• Strong Interpersonal abilities as demonstrated through effective written and verbal communication skills.
• Ability to work effectively with a diverse range of individuals 
• Ability to work independently and as part of a team
• Proficient in MS applications including Excel and Word 
• Ability to multitask
• Ability to work under pressure and adapt to changing priorities

Please submit your resume indicating experience and relevant qualifications before November 9, 2024, in order to ensure full consideration of your application. The posting will remain live until the position is filled. We thank all applicants in advance for their interest in support of Perimeter Institute but will only be connecting with select individuals.

Perimeter Institute is committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

Perimeter Institute provides support throughout the application process for applicants with disabilities. We work with you to understand the impact of your disability to appropriately accommodate you during the application/interview process. Please contact [email protected] for assistance.

More about Perimeter Institute

In less than 25 years, Perimeter Institute has grown into the world’s largest independent research hub devoted to theoretical physics, competing for talent with storied institutions like Stanford, Princeton, and Cambridge. Founded with a vision of fostering breakthroughs in our fundamental understanding of the universe, Perimeter provides the ideal environment for brilliant young minds seeking to make rapid advances in nascent research areas. Located in the dynamic, entrepreneurial Region of Waterloo, the not-for-profit Institute is a unique public-private endeavour that enables cutting-edge research, trains the next generation of scientific pioneers, and shares the power of physics through award-winning educational outreach and public engagement.