Grants Clerk

This position provides complex and confidential administrative support for the Office of Research Services (ORS) and provides pre and post award research grant application administration. This position requires a high level of independent judgement, initiative and problem-solving skills.

This position will be responsible for receiving grant applications, and entering, updating and maintaining the RISe database and research grants record for grant applications prior to submission and after award. This position will provide comprehensive services and authoritative information to faculty researchers regarding research policies, including indirect costs, guidelines and deadlines for research grant applications

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

This position will also provide administrative support for the Office of Research Services.

Organizational Status
This position reports to the Manager, Administration and Compliance, 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

• Reviews and verifies compliance to internal procedures and verify processing requirements for all grant applications and supporting documents; input and maintain pre-award research records in the Researcher Information System (RISe); record and input data in Funding Application Summary (FAS) and Record of Grant Applications

• Completes Tri-council and other Agency documentation with researcher in concert with UBC Vancouver ORS colleagues

• Maintains knowledge of research programs, application deadlines and procedures, and provide advice and guidance to faculty and staff on submission requirements, deadlines and grant processes

• Provides information regarding external funding agency deadlines, policies, application requirements and detailed information on application guidelines and forms.

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 Manager, Administration and Compliance, 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 Development staff

• Assists with logistics for research-related presentations, workshops and events including arranging for presenters, venues, equipment, and refreshments; provide assistance to produce presentations

Administrative support:

• Coordinates maintenance of office support systems: ensure office equipment is in working order and arrange for maintenance and repairs; order and maintain office supplies for ORS and the Office of the Vice Principal Research and Innovation; process all incoming and outgoing mail and courier packages in a timely manner to ensure application and financial deadlines are met

• 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 Manager, Administration and Compliance, 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 routine and non-routine nature; discretion in dealing with confidential and sensitive information is essential and must be handled with professional maturity. Errors in judgment could have a significant impact on the incumbent’ s ability to carry out the role effectively and could have adverse consequences on continued positive relationships with faculty and staff.

This position has significant influence on the quality and effectiveness of the services provided by the Office of Research Services. Timely, accurate and high-quality information on research grants and applications is absolutely essential to effectively support faculty applications for research funding. Detail errors or incorrect decisions could result in direct costs, lost opportunities, embarrassment to the University and the inability of the ORS to fulfill its mandate.

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. Branding UBC as a non-compliant institution would have a profound effect on the public credibility of UBC and the careers of UBC researchers. It would diminish its ability to undertake human subject research and to attract students, faculty, staff and revenue (research grants, endowments, matching funds etc.).

Ongoing communication requirements with members of faculty and staff at the university for the purpose of grant application processing and assistance must be handled with professional maturity. 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. Communications, information and advice given to faculty regarding grants and the application process must be of the highest quality and accuracy.

Supervision Received
Reports to the Manager, Administration and Compliance, ORS

Supervision Given
This position has no supervisory responsibilities.

Minimum Qualifications

• Two years post-secondary education required; undergraduate degree preferred.

• A minimum of two years of related experience in a research/research administration environment is required 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

• Advanced skill level with Microsoft Office suite Word, Excel, Outlook, PowerPoint, etc. along with database and web site maintenance skills are required.

• Knowledge of Provincial and Federal eg. Tri Councils research mandates and programs is preferred.

• Familiarity with UBC research proposal submission criteria; UBC research and compliance policies and knowledge of Canadian regulatory and policy requirements for conducting research that involves humans is an asset.

• Professional and courteous conduct is required at all times.

• Ability to work with others in the best interests of the ORS and the University.

• Demonstrated oral and written communication, organization and problem-solving skills; ability to exercise good judgment.

• Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and external community.

• Ability to maintain accuracy, pay attention to detail and observe deadlines.

• Ability to exercise a high level of tact and discretion in internal and external contract work, and the ability to independently apply a broad knowledge of policies and procedures. Multi-tasking and effective prioritization is required.

• Ability to work effectively under pressure to meet deadlines.

• Ability to establish standards of performance and resolve work problems.

• Ability to work both independently and as part of a team is essential.