Grant Application Clerk

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

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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.

Job Summary
The incumbent will be responsible under the supervision of the Research Awards Manager for activities related to the grant/contract application and awards processes. Specialized information regarding all aspects of research applications and awards will be received assessed and acted upon. The position will provide clerical and administrative services to the Director of Research Services in areas such as ensuring compliance with research policies and procedures and problem resolution.

The incumbent will also be responsible under the supervision of the Research Awards Manager for entering updating and maintaining the RISe database in support of new and existing grant programs as well as for grant applications. The position will provide comprehensive services to members of faculty regarding technical research policies and time guidelines for research grant applications.

This position will also be responsible for normal reception office environment with heavy walk-in volume traffic during peak periods of the year (i.e. February to April September to November).

Organizational Status
Reports directly and works closely with the Research Awards Manager in all aspects of grant information support as well as the research grant application process including obtaining authorization for research applications.

The incumbent will have continuous and frequent contact with members of academic and non-academic staff to provide and receive specialized information on grant funding opportunities and to provide and receive information investigate problem situations and initiate problem resolution.

Work Performed

Research Application Processing
Assist the Director of Research Services or designate in all aspects of the Grant/Contract application process including:

• Receive review applications for completeness and maintain research grant applications requiring approval in accordance with the university research policies.
• Review and verify compliance of all applications to internal procedures and processing requirements including human ethics animal care biohazard reviews and Conflict of Interest/Conflict of Commitment and Financial Conflict of Interest for US PHS fundings.
• Update and maintain the RISe database for all grant applications.
• Liaise with the Director of Research Services or designate to obtain required authorization on all research applications and control turnaround time of applications according to internal guidelines.
• Interpret investigate and formulate responses to all enquiries for information regarding application processing policies and requirements and the status of grant applications.

Grant Information
Assist the Research Awards Manager in all aspects of grant information support including:

• Communicating in-person or in-writing to routine and non-routine enquiries for information including responding to enquiries directed towards other staff during their absences.
• Provide specialized information regarding granting agency deadlines policies and application requirements and detailed information on application guidelines and forms.
• Assist and educate faculty and staff members both over the phone and in person in the use of on-line database of granting agencies and application information including RISe etc.
• Organize and facilitate training sessions for PI RISe database module and advise on workflow issues etc.

Grant/Contract Award Processing
Assist the Research Awards Manager in all aspects of Grant/Contract Award processing including:

• Interpreting the financial implications of granting agency award notices and establishing appropriate accounts in Workday using the RISe electronic interface based on the award notices and verify compliance including human ethics animal care biohazard reviews and conflict of interest/conflict of commitment.
• Investigate and resolve a variety issues as identified by the incumbent or the Research Awards Manager. This will entail both written and verbal communications with faculty and staff members at all levels as well as the exercising of good judgement and diplomacy.
• Receive all information for input into the RISe database; review information to identify and locate relevant file and take appropriate action i.e. circulating to appropriate staff members
• Prepare requisitions and journal vouchers.
• Identify and process cash receipts for all contract and grant files attach relevant file and distribution to appropriate staff members utilizing Workday cash receipts system.

Website and Research Information Service (RISe)

• Maintains and updates ORS website based on a Drupal CMS.
• Preparing content including user and client guidelines and manuals for website and RISe.
• Maintaining RISe database to ensure timely and accurate data integrity
• Responds to queries or escalate as required on all ORS systems.
• Performs other duties as required.

Transfer Agreements

• Enter data in RISe for external transfer agreements
• Prepare external transfer agreements and submit the agreements to ORS Managers for review and approval
• Circulate transfer agreements for appropriate signatures in accordance with ORS policies
• Process cheques and requisitions for payment as necessary
• Assists with clinical trial registration and updates for UBC clinical trials.
• As the public face of the unit the Grant Application Clerk maintains a welcome respectful environment in the reception area during office hour.
• Responds in a timely manner to in-person phone and online inquiries from clients seeking ORS services.
• Offers front-line support and referrals as needed to visitors with research grants questions.
• Takes detailed and concise meeting minutes.

Consequence of Error/Judgement
In the performance of the position the incumbent is granted a considerable degree of independence and latitude in exercising initiative and judgement. If mistakes were made they would not be readily apparent but could have a major impact on the position department or faculty member if not identified early in the process.

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 judgement 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. Information and advice given to faculty regarding grants and the application process must be of the highest quality and accuracy.

The incumbent works under well-established departmental or university policies guidelines or regulations or the direction of the Research Awards Manager/Director of Research Services to carry out the responsibilities of the position.

Supervision Received
The incumbent will be supervised directly by the Research Awards Manager and Director of Research Services as required however it is expected that the position will operate generally in an independent manner with the individual taking responsibility for their own control review and monitoring of accuracy and quality of work. This will require the individual to be thoroughly informed on all matters relating to the regulations guidelines and processing of applications and grant awards. Therefore instructions would be received only on new and unusual problems requiring policy decisions.

The incumbent must possess a considerable amount of initiative and judgement in managing workload demands under pressure to meet deadlines. The incumbent must also maintain individual responsibility for organizing and communication of information relating to all grant applications awards and forms inventories.

Supervision Given
None. The incumbent may also explain work procedures to junior employees who function in related areas.

Minimum Qualifications
High School graduation plus one year of post-secondary education plus four 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

Training in bookkeeping and office procedures and practices. Actively pursuing or completion of the Certificate in Research Administration (CARA). UBC US Financial Conflict of Interest training certificates. Relevant UBC experience. Ability to effectively use Word Excel Access Outlook HTML using Drupal CMS at an intermediate level and RISe preferred.

-Ability to type 50 w.p.m. and to operate normal range of office equipment.
-Ability to compose correspondence reports presentations and other written materials using clear concise business English.
-Ability to communicate clearly and politely verbally and in writing.
-Ability to be thorough accurate and have a high level of attention to detail.
-Ability to listen actively and attentively and obtain clarification as required.
-Ability to effectively deal with difficult people.
-Ability to exercise tact and discretion.
-Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community and giving of information.
-Ability to prioritize and work effectively under pressure to meet deadlines.
-Ability to work effectively in a high-volume and dynamic environment.
-Excellent coordinating and organization skills.
-Ability to work both independently and in a team environment and to bring energy motivation and enthusiasm to the job.
-Ability to locate required information using a variety of methods (e.g. online information sources SOPs).
-Ability to design and facilitate training sessions on system software such as RISe Scival and other systems as developed.
-Ability to take and transcribe accurate meeting minutes.
-Excellent punctuality and attendance expected.