Government Contracts 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 Innovation UBC Sponsored Research Groups mission is to maximize the global impact of UBCs research for the economic and social benefit of the University and the people of British Columbia and Canada. Its mandate is to recognize innovation and excellence in the development and commercialization of technologies and to negotiate and maximize effective partnerships with industry government and non-profits. The Sponsored Research Group within Innovation UBC is responsible for the management of all sponsored research agreements and contracts with industry government and non-profits for the faculty at the University and its affiliated teaching hospitals.

The Government Contracts Clerk is responsible for providing administrative and financial support to the government team within the Sponsored Research Group. The successful candidate will administer research agreements and advise faculty on the same to ensure compliance with government and non-profit agency requirements and UBC policies and procedures.

Organizational Status
This position reports to the Government Contracts Manager with day to day supervision provided by the Senior Administrator Government Contracts. This position provides provides administrative support to the Government Contracts Manager and Government Contracts Officer. This position also liaises with sponsoring agency personnel Research finance faculty administrative personnel at UBC the affiliated teaching hospitals and other Universities.

Work Performed
Administrative:

• Administers government sponsored research agreements including organizing agreements for signatures routing using DocuSign.

• Advises and provides authoritative information to faculty department administrators regarding agreement status financial information granting agency policies and contract terms and University policies and procedures.

• Contacts a wide range of individuals including faculty researchers and government representatives and responds to non-routine oral and written inquiries.

• Monitors status of outstanding signatures for execution of government and non-profit contracts and follows up as required.

• Enters data into the UBC RISe database system and Innovation UBCs internal databases.

• Performs other related duties as required.

Financial:

• Enters information into RISe for use by Research Finance.

• Liaises with Research Finance to coordinate processing of budget and payments and to obtain information required to respond to departmental inquires.

• Verifies documents and processes budget increases in RISe to make funds available to researchers for all new research projects.

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. Individual agreements vary in value.

Poor judgment or errors in processing confidential materials and correspondence or mismanagement of cheques could have an adverse effect on relationships with important clients resulting in a loss to the University or Affiliated Hospitals of potentially significant financial revenues. Incorrect interpretation of Sponsoring Agency and University policy provided to faculty will result in non-compliance with sponsoring agency terms on the use of funds. The consequences may also include enhanced or damaged reputation a gain or loss of potential economic opportunities and in the worst case exposure to legal some cases the work product will not be reviewed by an Officer or Manager.

Supervision Received
This position reports to the Government Contracts Manager with day to day supervision provided by the Senior Administrator Sponsored Research Contracts.

The incumbent is expected to use initiative and independence on all projects to establish own priorities in accomplishing job duties and receives instructions from the Government Contracts Manager Government Contracts Officer and the Senior Administrator Sponsored Research Contracts. Agreements are reviewed and approved in accordance with the signing resolutions of the University. Work is reviewed against objectives.

Supervision Given
This position has no supervisory responsibilities.

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

UBC experience preferred in administrative support for legal contracts related to research support. Computer experience required (Microsoft Adobe) and experience with UBC systems strongly preferred (RISe and Docusign).

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.