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Research Administrative Assistant

3 months ago

Vancouver, Canada UBC Full time

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title
Research Administrative Assistant

Department
Bryan Laboratory C2E2 | School of Population and Public Health | Faculty of Medicine

Compensation Range
$4,208.00 - $4,316.00 CAD Monthly

Posting End Date
June 23, 2024

**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Mar 31, 2026

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
The Research Administrative Assistant is responsible for providing general administrative support for the ongoing and emerging research activities within the School of Population and Public Health and at the Centre for Clinical Epidemiology & Evaluation (C2E2). The incumbent will support the operational functions of research projects held by Dr. Stirling Bryan and Dr. Jehannine Austin, and interact predominantly with the Research Program Manager at C2E2. The position will involve scheduling a variety of meetings with a variety of interested/affected individuals (researchers, policy-/decision-makers, clinicians, patient partners), recording and circulating high-level actions and decisions from meetings, arranging travel/accommodation, booking rooms/catering/ audiovisual equipment for workshops, as well as processing reimbursement for research participants, patient research partners, and clinical advisors. This is a part-time role, with a 0.8 FTE commitment.

Organizational Status

The Research Administrative Assistant reports directly to and works with the Research Program Manager on organizational and project management aspects. The incumbent will interact with other faculty and research staff on Dr. Stirling Bryan's and Dr. Jehannine Austin's co-led projects, and external collaborators and policymakers.

The Centre for Clinical Epidemiology & Evaluation (C2E2) undertakes research and training and provides evidence-based advice to advance a sustainable health system for British Columbians. C2E2 scientists and many of its staff, including this position, are part of the School of Population and Public Health (SPPH), which is in the Faculty of Medicine at the University of British Columbia.

SPPH is an innovative unit that encompasses many of the health-related groupings at UBC as a collaborative venture. The School is structured around four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.

Work Performed

Provides administrative coordination for meetings, interviews, workshops, and events (e.g., arranging Doodle or When2Meet polls, Outlook calendar invitations with Zoom details generated, room bookings, catering, audiovisual needs)

Assists in making travel arrangements for research events, including booking flights, accommodations, and transportation

Provides assistance to the Research Program Manager by compiling and preparing agendas and other basic documentation, as well as accurately recording high-level actions and decisions from meetings and ensures timely dissemination to relevant parties

Processes reimbursement via Workday for research participants, patient research partners, and clinical advisors; supplier set-up may be necessary

Obtains and ensures appropriate approvals/signatures are on documentation

Maintains efficient filing and record-keeping systems to ensure easy retrieval of information (e.g., relevant references, meeting documents, contact lists)

Occasional updates added to UBC-hosted project study website (e.g., new publications)

Creating and formatting online surveys (e.g., using Qualtrics) from templates

Resolves routine problems and refers other problems to senior staff

Develops and implements administrative procedures, such as meeting attendance tracking, lists of project working groups and their contact details

Performs other responsibilities, as required

Consequence of Error/Judgement

This position works independently under general direction. Work is performed in accordance with established procedures and accepted practices, involving freedom to select which methods are applicable in any given situation. The incumbent is expected to use sound judgment and prioritize assignments to accomplish goals related to Dr. Bryan's projects.

Errors may significantly impact both the clinical and academic reputation of the unit and could result in l