Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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.
The Innovation UBC - Sponsored Research Group’s mission is to maximize the global impact of UBC s research for the economic and social benefit of the University, and the people of British Columbia and Canada. The Sponsored Research Group is responsible for all sponsored research agreements with industry partners, and for all sponsored research agreements with government and non-profits that require contracts, including industry grants, service agreements, clinical research agreements and collaborative research contracts for the faculty at the University and its affiliated teaching hospitals.
The Industry Contracts and Grants Assistant is responsible for providing senior administrative support and financial related support to the Associate Director, the Senior Contracts Advisor, Contracts Managers and Officers in the Sponsored Research - Industry and Clinical groups.
Organizational Status
The position provides senior administrative support to the Associate Director, Contracts Managers and Officers, and Senior Contracts Advisor for the Sponsored Research Group. The position reports to the Associate Director, Sponsored Research and works with Senior Administrator, Sponsored Research Contracts.
Work Performed
Administers sponsored research agreements and service agreements with industry partners, including review of agreements for legal terms and conditions (payment terms, reporting requirements, appropriate University signatories).
Contacts a wide range of individuals including faculty researchers, department heads and deans, industry representatives, and external legal counsel, and responds to oral and written inquiries. Composes complex and confidential correspondence related to industry sponsored research agreements.
Monitors status of outstanding agreements involving Industry sponsors and follows up as required.
Reviews and verifies fully executed legal documents for conformity with the negotiated terms on file.
Liaises with UBC Research Finance to issue invoices to industry sponsors.
Communicates with University Faculty Researchers to ensure that Human Ethics, Animal Ethics or Biohazard approval has been obtained if necessary.
Reviews agreement documentation and extracts relevant contract details for entry into RISe and Sponsored Research databases.
Liaises with Research Finance to coordinate processing of budget increases and project extensions for industry agreements.
Interprets & investigates questions regarding research accounts from Researchers and departmental staff and responds accordingly.
Schedules SRG Group meetings, prepares agenda, support material.
Performs other related duties as required.
Consequence of Error/Judgement
The Sponsored Research Group manages $80 million in industry sponsored research and over $100 million in government and non-profit sponsored research. Poor judgement, errors in preparing legal documents and inappropriate management of important information could have an adverse effect on the faculty members, Innovation UBC, , other University departments, the University or its Affiliated Teaching Hospitals. The consequences may include enhanced or damaged reputation, a gain or loss of potential economic opportunities, or exposure to legal action.
Supervision Received
The position reports to the Associate Director, Sponsored Research and provides support to the Sponsored Research Managers and Officers within the Industry and Clinical Groups. Day-to-day supervision and training are provided by the Senior Administrator, Sponsored Research Contracts. The position is expected to use initiative and independence on all projects. Work is reviewed against objectives.
Supervision Given
This position has minimal supervisory responsibilities.
Minimum Qualifications
High school graduation plus two years post-secondary education with training in office procedures and accounting practices. Minimum four years related experience or four years of relevant UBC 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
UBC experience preferred in administrative support for legal contracts related to research support. Computer experience required and experience with UBC systems strongly preferred (RISe).
Experience in account reconciliation. Experience working with legal documents and terminology at a paralegal level strongly preferred. Knowledge of University and granting agency research/financial policies and procedures. Knowledge of basic legal concepts and terminology. Knowledge of basic accounting principles and practices. Effective oral and written communication, interpersonal, analytical and organizational skills.. Ability to prioritize work, multi-task and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion when handling sensitive or confidential matters. Ability to work both independently and within a team environment.