Research Administrator - Finance (Vec)

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Research and Facilitation, Level A

Job Title

Research Administrator - Finance (VEC)

Department

Vaccine Evaluation Centre | Department of Paediatrics | Faculty of Medicine

Compensation Range

$4,688.67 - $6,754.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

July 15, 2023

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

Job End Date

Jul 31, 2024

This offer is conditional upon successful completion of a Criminal Record Check.

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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.

About The Organization

Established in 1988 at BC Children’s Hospital Research Institute, the Vaccine Evaluation Center (VEC) is jointly supported by BC Children’s Hospital and the University of British Columbia. The VEC brings together researchers from diverse backgrounds to work together towards a common goal of optimizing immunization programs and improving our understanding of vaccines. Visit https://bcchr.ca/vec for more information.

Job Summary

The Research Administrator’s primary role is the day-to-day financial operations and administration of the Vaccine Evaluation Center (VEC). Responsibilities include providing direct support to VEC investigators and managers to achieve the VEC’s short- and long-term goals. The incumbent participates in project planning, grant submissions, and financial management to facilitate the operations of the VEC.

Organizational Status

The Research Administrator reports to more senior research coordinators, to the director of the VEC, and to the investigators affiliated with the VEC, as applicable.

Work Performed

Major responsibilities include the following:

Financial Management:

• Working with investigators to manage grants and contracts being reviewed by the University-Industry Liaison Office (UILO) and Office of Research Services (ORS) to establish research project grants and contracts.
• Payroll management for staff and trainees.
• Supporting other financial tasks as needed.
• Day-to-day financial management of research grants and prioritizing tasks based on importance and urgency.
• Generating detailed financial reports for use by investigators to monitor study finances and budgets.
• Development and implementation of in-house procedures to adhere to fiscal accountability in accordance with the University, Hospital, and Sponsor requirements.
• Overseeing the reconciliation of VEC corporate card expenses
• Managing study revenue, tracking, and invoicing in adherence with the sponsor’s terms and conditions.
• Working with research study teams to track project progress against the planned budget and identifying significant deviations in a timely manner.
• Managing the acquisition of supplies and equipment, processing supply/service order payments and reimbursements, and researching and securing quotes for equipment and services required by the VEC.
• Research and advise on financial reporting requirements and contribute to financial reporting as required by sponsors
• Managing Material Transfer Agreements (MTA), Confidential Disclosure Agreements (CDA), Data Transfer Agreements (DTA), and other related negotiations between sponsors and the University/BC Children’s Hospital Research Institute (BCCHR).
• Monitoring expenditures, transferring funds, drafting and analyzing associated budget reports on operating expenses, and recommending reallocations.

General Administration:

• Managing special projects and assignments as required, including developing timelines and ensuring new technologies are used.
• In collaboration with the management team, develops initiatives that promote job satisfaction for staff and students
• Liaising with the Department of Pediatrics and UBC HR.
• Overseeing other administrative tasks as required.
• Developing, evaluating, and implementing standard operating procedures that enhance the day-to-day functioning of the VEC office as an academic research unit.
• Provide advice to researchers in developing and preparing funding applications
• Implementing new policies and procedures that are developed by the management team.
• Act as a resource person to investigators, staff, and students in the interpretation of university and departmental policies, and exploring solutions for situations not covered by existing policies.

Consequence of Error/Judgement

This position requires a high degree of discretionary judgment, initiative, and tact. A high level of reliability, accuracy, and maturity are also vital in this position. Errors in judgment can have a serious impact on the financial and operational health of the VEC. Inaccuracies, failure to accurately balance and reconcile accounts and ledgers, or failure to collect on overdue accounts can result in a direct loss of revenue and/or write-offs. Communication with staff on sensitive issues requires diplomacy at all times. Interaction with sponsors requires professionalism and appropriate communication skills that, if not done well, would reflect poorly on the VEC.

Supervision Received

Responsible for working independently while receiving general direction from senior managers and investigators. Responsible for completing assignments delegated by the Director of the VEC in support of the management team’s needs and priorities. Responsibility lies with the incumbent to prioritize the workflow and respond in a timely manner. With regard to day-to-day operations, the individual must recognize and prioritize additional tasks that need to be done and proactively resolve problems. Work is reviewed in terms of effectiveness within the established policies of the Vaccine Evaluation Center, Department, and University.

Supervision Given

This position has no direct reports.

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

• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to exercise judgment, tact, discretion, and confidentiality in all matters and to maintain effective working relationships with internal and external contacts.
• Ability to perform complex analyses.
• Advanced MS Excel skills.
• Experience with managing research grants and general ledger activity.
• Able to communicate financial concepts to financial and non-financial managers and scientists.
• Ability to perform workflow analysis and process improvements.
• Demonstrates financial, analytical, and budgetary skills in a research setting.
• Comfortable working with senior management.
• Comfortable working in a fast-paced multicultural environment.
• Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Recent related work experience in a relevant field (business, health, science, or other related field) supporting health research in an academic environment.
• Ability to analyze and reconcile accounts and to resolve discrepancies.
• Effective oral and written communication and interpersonal skills.
• Knowledge of University, Hospital, and Health Authority accounting systems.
• Ability to work effectively independently with minimal supervision and in a team environment.
• Experience with UBC financial systems, including Workday and Visa Card.
• Ability to maintain accuracy and integrity of accounting transactions and financial reporting.
• Knowledge of contracts, government and UBC policies and regulations, grant administration and procedures related to finance, payroll, and audits.
• Ability to consolidate financial data from various sources into financial reports that are useful for management decision making.

Additional

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against COVID-19 provided prior to the start date, as required by a provincial health mandate.

This offer is conditional upon successful completion of a Criminal Record Check.

This position has the option of a hybrid work arrangement.