Research Review Coordinator

The Research Review Coordinator is the initial point of contact for external requests for information and assistance from institutions, granting agencies, pharmaceutical companies and other research sponsors.

The position is responsible for facilitating and determining whether research proposals submitted to the committees are acceptable on ethical grounds by implementing and monitoring ethical review processes and standards; raising awareness amongst UBC Faculty and staff at the UBC-affiliated institutions by educational initiatives to promote compliance with the Canadian Council on Animal Care (CCAC), the Public Health Agency of Canada (PHAC), Office of Animal Laboratory Welfare (OLAW), Canadian Nuclear Safety Commission (CNSC), CALAM Standards of Veterinary Care, and other national and international standards; advising on compliance with policies.

This position will also advise researchers on process timelines and completion of review forms, and provide periodic support with researchers (PI or study team) to assist with navigation in the online platform Research Information Systems (RISe). This position primarily focuses on the review of amendments, renewals, and completions of approval applications.

Organizational Status
The Coordinator reports to the Manager, Animal Care, Biosafety, Radiation Safety, and Chemical Safety Committees and works under the direction of the Assistant Manager, Animal Care, Biosafety, Radiation Safety, and Chemical Safety Committees. It works independently for all aspects of coordinating and reviewing Committee applications in the office. The position also works collaboratively with Animal Care Services, Safety and Risk Services, committee members and researchers, and the Manager on wider policy and compliance issues.

Work Performed

The Research Review Coordinator must be pro-active in identifying and rectifying any weaknesses in compliance with the CCAC, PHAC and other national and legislative standards.

The responsibilities of the position are detailed below in broad functional categories:

Policies:

• Advises researchers on federal requirements (CCAC, PHAC, OLAW, CNSC, CALAM) as well as specific UBC policies, standards and requirements.
• Ensures consistency of policies and decision-making processes when reviewing applications and providing guidance to researchers / faculty.
• Advises and provides instruction and training to researchers and research staff on how to use and navigate the web-based Research Information Systems (RISe).
• Coordinates bi-annual reminders for required UBC Biosafety and Radiation training.

Pre- and Post-Review:

Under the direction of the Assistant Manager, the Research Review Coordinator assists the Assistant Manager to complete the following:

• Advises researchers on submission requirements for protocol review including the differentiation between RG1 and RG2 Biosafety applications
• Performs initial review of new applications, including analyzing required documentation for new studies, specifically application forms and associated materials, for compliance with standard UBC and regulatory requirements
• Provide RISE system expertise and training to researchers and research staff as they complete UBC protocol review documentation.
• Performs initial review of post-approval applications. Identifies and synthesizes deficiencies and prepares a written report for distribution to the researcher.
• Provides knowledge of University, sponsor and regulatory agency ethics review policies to researchers including faculty members and graduate students who require information for the preparation and/or revision of protocols. May investigate complex inquiries which involve investigation and research from different resources.
• Compile and analyze accurate documentation of decisions to ensure compliance with granting and regulatory agency requirements.
• Ensures that the ACC/BIO/RAD/CHEM policies and decision-making processes are applied consistently when reviewing applications and providing guidance to researchers / faculty.
• Consolidates and reconciles committee decisions arising from the review process.
• Manage and oversee timeline of post-review decisions and approval certificates while ensuring accuracy. Liaise and provide updates to the researcher whenever necessary. Reviews incoming responses to provisos for compliance with Committee requests, and, if necessary, request changes prior to final review by the Chair.

Administrative and Support Responsibilities:

• Monitors status of upcoming Renewals and follows up when required, including tracking and timely follow up of lapses of approvals, to ensure compliance with regulatory requirements.
• Monitors studies that are in a provisos-pending state and follows-up with researchers as required.
• Coordinates and prepares for the Canadian Council on Animal Care assessment visits, occurring every three years to renew UBC’s Good Animal Practice (GAP) certificate
• Coordinates and prepares for annual Animal Care Committee facility site visits at each of the University’s 19 animals facilities and extra-vivarial spaces
• Coordinates the annual preparation of Animal Use Data Form for submission to the Canadian Council on Animal Care.
• Oversees logistics for planning educational events by the Animal Care, Biosafety, Radiation Safety and Chemical Safety Committee office; educational retreats; and research-related events for committee members and researchers, which includes identifying and arranging speakers.
• Fulfills Assistant Manager duties, when required.
• Performs other duties as required.

Consequence of Error/Judgement

This position has significant influence on the quality and effectiveness of the services provided by these Committees. Non-compliance with contractual terms and/or sponsoring agency guidelines could result in the return of agency funds, loss of future funds and/or inability to collect funds owed to the University. Incorrect interpretation of Sponsoring Agency and University policy provided to faculty may result in non-compliance with sponsoring agency terms on the use of funds and decreased success rate in grants competitions. Errors in judgment could have a significant impact on the incumbent's ability to carry out the functions of the position effectively and could have adverse consequences on continued positive relationships with faculty and staff.

Information that is accurate and timely is absolutely essential for the support of faculty applications for research. A perceived lack of consistency could cause investigators to question the validity of the Committees’ decisions. Delays in processing the decisions of the Committees can significantly affect an investigator's ability to secure competitive funding from sponsors, launch the study in a timely manner, or can cause a delay in the release of granting agency funds. Lack of a rigorous review and inaccurate approval documentation could also result in investigators questioning the validity and reliability of the Committees’ review processes.

Supervision Received
Works with independence under the general direction of the Assistant Manager, Animal Care, Biosafety, Radiation Safety and Chemical Safety Committees, and reports to the Manager, Animal Care, Biosafety, Radiation Safety and Chemical Safety Committees.

Supervision Given
None

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or an 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

- Experience in an academic research environment

- Knowledge of research procedures as well as of Canadian regulatory and policy requirements for conducting research that involves animals, biohazardous materials, radioactive materials, and/or chemicals

- Critical thinking skills, in particular, the ability to analyze significant amounts of information for comparison and contrast with specified requirements. Ability to synthesize findings and to judge and substantiate the significance of the findings

- Ability to read difficult or complicated text analytically and critically, to follow and record Committee discussions that may involve research terminology and to summarize relevant information in clear and succinct English

- Ability to communicate tactfully and effectively, in both verbal and written form, to provide and obtain information as required

- Ability to maintain cooperative relationships with the research community, including research administrators, research coordinators and researchers at affiliated institutions

- Ability to simultaneously manage a diverse range of complex projects and activities

- Demonstrated computer literacy, particularly databases, word processing and data entry skills with an intermediate knowledge of MS Word for Windows, Excel, the Internet and Outlook

- Ability to handle details with a high degree of accuracy and to organize and prioritize a high volume of work to meet both internal and external deadlines

- Ability to organize and disseminate information in written policy statements.

- Ability to take initiative and work both independently and collaboratively

- Ability to analyze problems, identify key information and issues, and effectively resolve