Research Grants Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Research Grants Assistant

Department

Research Facilitation Support | Dean of Arts Office

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

August 15, 2023

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

Job End Date

Job Description Summary

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.

Organizational Status

This position reports directly to the Research Grants Facilitator. The incumbent works closely with the Associate Dean, Research & Graduate Studies. The Assistant interacts frequently with faculty members, students, and staff in the Faculty of Arts. Communicates directly with the Office of Research Services (ORS), University-Industry Liaison Office (UILO), and Research Finance at UBC.

Work Performed

Administration:

- Compiles and disseminates timely information for faculty-wide distribution including funding agency and prizes and awards opportunities and deadlines, grant workshops and information sessions, and university policies and procedures.
- Provides ongoing support in the management of internal grant programs through their entire lifecycle by:

- Providing assistance to researchers on administrative processes and adjudication criteria
- Assisting with the recruitment of adjudication review committee members
- Liaising with researchers, review committee, committee chair and ORS
- Preparing and distributing award letters
- Providing assistance to researchers on post-award administrative processes
- Maintains and updates the Dean of Arts research website including creating new content, ensuring information is accurate and up-to-date.
- Coordinates with and provides information to Arts Communications regarding research grant-related announcements and activities.
- Maintains online proposal and funding records, and prepares scheduled and special reports, studies and analyses.
- Assists with the development of online research support tools and resources.
- Provides support to schedule and coordinate research events; secures locations, arranges catering, ensures IT requirements are met, informs, reminds attendees and tracks attendance, prepares and circulates agendas, takes detailed and concise minutes; drafts, reviews and distributes minutes, prepares reports and presentation materials.

Finance:

- Creates and maintains spreadsheets for tracking various projects (competition results, research funding statistics).
- Provides support to researchers preparing research grant budgets by tracking and following up on quotes for research infrastructure.

Other Administrative Duties:

- Responds to a range of oral and written inquiries of a general nature, and forwards these as appropriate.
- Participates and/or assists in special projects, and performs associated administrative duties, as assigned; may provide functional direction to Work Learn students on assigned work.
- Provides back-up support to the Research Grants Facilitator and other members of the Arts Research Team when required.
- Performs other duties as assigned.

Consequence of Error/Judgement

Supervision Received

Reports to the Research Grants Facilitator.

Supervision Given

The incumbent may from time to time recruit and supervise 1 - 2 work learn students.

Minimum Qualifications

High School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Exercises initiative, tact, and judgment in handling inquiries of routine and non-routine nature.

Works with conflicting demands and independently determines priorities.

Respects confidentiality of highly sensitive information.

Working knowledge of University policy.

Ability to anticipate problems and issues and plan ahead.

Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to identify and correct missing and incomplete data.

Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).

Ability to effectively manage multiple tasks and priorities within required timelines.

Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.

Ability to effectively use MS Word and Excel at an advanced l

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