Grant Application Clerk

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Grant Application Clerk

Department

ORS CFRI | Research Management | Office of Research Services

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

November 8, 2024

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

Job End Date

May 30, 2025

This is a full-time, fixed term position posted for a leave replacement.

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 Description Summary

This position will also be responsible for normal reception office environment with heavy walk-in volume traffic during peak periods of the year (i.e. February to April, September to November).

Organizational Status

The incumbent will have continuous and frequent contact with members of academic and non-academic staff to provide and receive specialized information on grant funding opportunities and to provide and receive information, investigate problem situations and initiate problem resolution.

Work Performed

Research Application Processing

Grant Information
- Assist the Research Awards Manager in all aspects of grant information support including:

- Communicating in-person or in-writing to routine and non-routine enquiries for information, including responding to enquiries directed towards other staff during their absences.
- Organize and facilitate training sessions for PI RISe database module and advise on workflow issues etc.

Grant/Contract Award Processing
- Assist the Research Awards Manager in all aspects of Grant/Contract Award processing including:

- Interpreting the financial implications of granting agency award notices and establishing appropriate accounts in Workday using the RISe electronic interface based on the award notices and verify compliance including human ethics, animal care, biohazard reviews and conflict of interest/conflict of commitment.
- Investigate and resolve a variety issues as identified by the incumbent or the Research Awards Manager. This will entail both written and verbal communications with faculty and staff members at all levels as well as the exercising of good judgement and diplomacy.
- Receive all information for input into the RISe database; review information to identify and locate relevant file and take appropriate action i.e. circulating to appropriate staff members
- Prepare requisitions and supplier invoice request.
- Identify and process cash receipts for all contract and grant files, attach relevant file and distribution to appropriate staff members utilizing Workday.

Website and Research Information Service (RISe)
- Maintains and updates ORS website based on a Drupal CMS.
- Preparing content including user and client guidelines and manuals for website and RISe.
- Maintaining RISe database to ensure timely and accurate data integrity
- Responds to queries or escalate as required on all ORS systems.
- Other duties as required.

Transfer Agreements:

- Enter data in RISe for external transfer agreements
- Prepare external transfer agreements and submit the agreements to ORS Managers for review and approval
- Circulate transfer agreements for appropriate signatures in accordance with ORS policies
- Process cheques and requisitions for payment as necessary

Assists with clinical trial registration and updates for UBC clinical trials.

As the public face of the unit, the Grant Application Clerk, maintains a welcome, respectful environment in the reception area during office hour.
- Responds in a timely manner to in-person, phone and online inquiries from clients seeking ORS services.
- Offers front-line support and referrals as needed to visitors with research grants questions.
- Takes detailed and concise meeting minutes.

Consequence of Error/Judgement

In the performance of the position, the incumbent is granted a considerable degree of independence and latitude in exercising initiative and judgement. If mistakes were made they would not be readily apparent but could have a major impact on the position, department or faculty member if not identified early in the process.

The incumbent works under well established departmental or university policies, guidelines or regulations or the direction of the Research Awards Manager/Director of Research Services to carry out the responsibilities of the position.

Supervision Received

Supervision Given

None. The incumbent may also explain work procedures to junior employees who function in related areas.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equ