Grants Clerk

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant I

Job Title

Grants Clerk

Department

UBCO | Research Services | Compliance and Administration

Compensation Range

$4,258.00 - $4,878.00 CAD Monthly

Posting End Date

May 20, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

This position will be responsible for ORS-focused communications such as research bulletins, newsletters, grants calendar and promotion in consultation with Research Facilitation/Support staff and the VPRI Communications Director. This position will also work closely with Research Facilitation/Support staff to organize research related presentations, workshops, and special events.

This position will also provide administrative support for the Office of Research Services, including the Associate Director, ORS.

Organizational Status

This position reports to the Associate Director, ORS, and liaises with academic and administrative offices, government agencies, granting agencies, faculty, students, staff, and the general public to provide information on research processes and procedures.

Work Performed

Pre-Award Grants Administration-
- Completes Tri-council and other Agency documentation with researcher in concert with UBC Vancouver ORS colleagues-
Post-Award Grants Administration- Responsible for ORS post-award administration, record keeping and RISe transactions; creation of research grant accounts in RISe, and establishing research account budgets in the UBC research accounting systems- Opens research contracts and grant accounts, and determine funding commitments. Working with the Associate Director ORS as necessary, review and process grant and sponsored research grants, external transfer and sub-grant agreements; ensure that agreements are complete and in compliance with the granting agency requirements- Reviews and processes research grant accounts for all granting councils, foundations and organizations- Reviews and processes research grants and donations from granting agencies and other sources external to the UBC Okanagan campus; ensure compliance with University Policy and establish appropriate accounts in RISe- Trains users of the RISe system on the extended reporting feature- Liaises directly with sponsoring agency personnel, Financial Services, Industry Liaison, faculty, administrative personnel at the UBC Okanagan campus and ORS.- Establishes grant accounts, and establishes funding commitments. Advises and provides information to faculty, unit/dept head and deans for routine and non-routine queries about financial information and management of research awards, granting agency policies, contract terms, University policies and procedures.

Communications and ORS Events support- Works with VPRI Communications Director to deliver ORS communications: research bulletins, newsletters, grants calendar and promotion in consultation with Research Facilitation/Support staff- Assists the Associate Director, ORS, Behavioural Research Ethics Board, Grants Officer, and Research Support Specialists with logistics for research-related presentations, workshops and events including arranging for presenters, venues, equipment, and refreshments; provide assistance to produce presentations

Administrative support:- Develops and maintain office record systems, organize and schedule meetings (including weekly ORS), compile and disseminate information including transcription and distribution of various meeting agendas and minutes;- Provides relief reception support to the Administrative and Special Projects Coordinator for absences including meal breaks, meetings, work-from-home days, and vacation.- Accepts deliveries.- Responds to inquiries from the public, and members of the campus community including Senior executive, faculty, staff, and the public, in person and by phone. Welcome guests of the Vice Principal Research & Innovation and other units within the portfolio, and let meeting host know of guests’ arrivals.- Maintains boardroom cleanliness.- Assists with audio-visual and telephone conference set up in boardroom.- Arranges travel and prepares expense and travel claims for the Associate Director, ORS; Process deposits, journal vouchers and requisitions, and travel reimbursements for ORS staff- Processes deposits, journal vouchers and requisitions and travel reimbursement for Research Office.

Consequence of Error/Judgement

This position is expected to exercise judgement and initiative in handling matters of both rou