Research Administrator Finance (VEC)

Job Category

Job Profile

Job Title

Department

Compensation Range

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 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

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

Job End Date

This is a fixed term leave replacement appointment.

This position is subject to the satisfactory completion of required background checks.

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 Childrens Hospital Research Institute the Vaccine Evaluation Center (VEC) is jointly supported by BC Childrens 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 for more information.

Job Summary
The Research Administrators 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 VECs 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:

• Day-to-day financial management of research grantsand prioritizing tasks based on importance and urgency.

• Managing study revenue tracking and invoicing in adherence with the sponsors terms and conditions.

• Monitoring expenditures transferring funds drafting and analyzing associated budget reports on operating expenses and recommending reallocations.

• Working with research study teams to track project progress against the planned budget and identifying significant deviations in a timely manner.

• Development and implementation of in-house procedures to adhere to fiscal accountability in accordance with the University Hospital and Sponsor requirements.

• Generating detailed financial reports for use by investigators to monitor study finances and budgets.

• 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.

• Payroll management for staff and trainees.

• Managing Material Transfer Agreements (MTA) Confidential Disclosure Agreements (CDA) Data Transfer Agreements (DTA) and other related negotiations between sponsors and the University/BC Childrens Hospital Research Institute (BCCHR).

• Research and advise on financial reporting requirements and contribute to financial reporting as required by sponsors

• Overseeing the reconciliation of VEC corporate card expenses

• 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.

• Supporting other financial tasks as needed.

General Administration:

• Provide advice to researchers in developing and preparing funding applications

• 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.

• In collaboration with the management team develops initiatives that promote job satisfaction for staff and students

• Developing evaluating and implementing standard operating procedures that enhance the day-to-day functioning of the VEC office as an academic research unit.

• Managing special projects and assignments as required including developing timelines and ensuring new technologies are used.

• Liaising with the Department of Pediatrics and UBC HR.

• Implementing new policies and procedures that are developed by the management team.

• Overseeing other administrative tasks as required.

• 
  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 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 teams needs and 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 ones own.

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion.

Preferred Qualifications

• Recent related work experience in a relevant field (business health science or other related field) supporting health research in an academic environment.

• Comfortable with basic math and intermediate MS Excel skills (accounting degree/diploma not necessary).

• Ability to exercise patience and diligence with repetitive tasks.

• Strong work ethic to see tasks to completion and meet deadlines.

• Comfortable working in a team with a fast-paced multicultural environment.

• Experience with UBC financial systems including Workday and Visa Card.

• Experience with managing research grants and general ledger activity.

• Demonstrated financial analytical and budgetary skills in a research setting.

• Ability to analyze problems identify key information and issues and effectively resolve them.

• Ability to analyze and reconcile accounts and to resolve discrepancies.

• Ability to maintain accuracy and integrity of accounting transactions and financial reporting.

• Effective oral and written communication and interpersonal skills.

• Ability to work effectively independently with minimal supervision and in a team environment.

• Ability to exercise judgment tact discretion and confidentiality in all matters and to maintain effective working relationships with internal and external contacts.

Additional Job Description

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.