Administrative Coordinator, Research Ethics Board

2 weeks ago

Vancouver, British Columbia, Canada PHSA Full time

Administrative Coordinator, Research Ethics Board,

BC Children's & Women's Health Centre,

Vancouver BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
The Administrative Coordinator is responsible for coordinating the administrative activity of the Research Ethics Board (REB).

This includes the screening of post approval activities and submissions to ensure completeness and the subsequent assignment for review to REB members.

It also includes the facilitation of the institutional approval process via an Access database including data entry for hospital programs and the issuance of approval certificates.

The Administrative Coordinator invoices and tracks REB fees and liases with REB members regarding availability and attendance at monthly meetings.

The Administrative Coordinator also supports the REB Chair, Manager and the Coordinator to ensure researcher compliance with UBC, national and international policies and guidelines and standards

What you'll do

  • Review post approval submissions by for completeness and conformity with guidelines, and assigns to applicable research board members for review. Compile postreview comments and forwards to researchers via RISe system. Prepare certificates of approval, provisos and deferrals and distribute information as directed.
  • Interpret ethics principles and general science knowledge to ensure studies are compliant within ethics guidelines.
  • Upload utilization requirements to database, issuing missing documentation reminders and tacking receipt of completed forms.
  • Monitor notices of Annual Renewal of Ethical Approval required for active and closed research projects and follows up when required. Maintain REB archive files.
  • Maintain record of REB fee payments when applicable, processes cheques for fees for service and maintains appropriate records.
  • Provide administrative support to Board Chair and staff, to ensure researcher compliance with internal and external standards and policies is adhered to. Proactively identify documentation requiring revision, update forms and guidelines to reflect changes in policies and procedures, and assist in ensuring standards for the conduct or human research ethics are met.

What you bring
Education, Training and Experience

  • A level of education, training, and experience equivalent to Diploma business administration or related field and a minimum of three (3) to five (5) years related experience working in an administration/clerical position, preferably in a hospital or university setting with emphasis on research processes and awareness. Advanced word processing and knowledge of spreadsheets and databases required.
Skills & Knowledge

  • Detail orientated with the ability to work quickly and accurately in the assigned timelines to organize and prioritize a high volume of work accurately to successfully meet both internal and external deadlines and manage concurrent multiple projects.
  • Ability to function independently and exercise a high level of tact and diplomacy. Able to communicate effectively in English, both verbally and in writing.
  • Ability to maintain cooperative relationships with the research community. Capable of reading difficult or complicated text analytically and critically and able to follow and record committee discussions that may involve medical terminology and to summarize relevant information in clear and succinct English.
  • Ability to disseminate information quickly to those who need it. Proven ability to cope with interruptions and changing priorities and deadlines.
  • Able to become quickly conversant with the function of the webbased system.
  • Ability to make decisions and determine appropriate action to take in handling inquiries.
  • Ability to research documents, procedure manuals, administrative guidelines and policies of the University, governmental regulatory agencies and other national and international oversight agencies.
  • Ability to type 60 wpm.
  • Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC and BC's Declaration on the Rights of Indigenous Peoples Act

What we bring
Every PHSA employee enables the best possible patient care for our patients and their families.

Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future.

That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.


  • Join one of BC's largest employers with provincewide programs, services and operations offering vast opportunities for growth and development.
  • Access to professional development opportunities through our inhouse training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety

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