Research and Admin Manager

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level B

Job Title
Research and Admin Manager

Department
UBCO | Administration and Operations | Southern Medical Program | Faculty of Medicine

Compensation Range
$6,551.00 - $9,418.83 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
January 27, 2024

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

Job End Date

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.

Background

The Regional Associate Dean, Interior oversees and supports the delivery of Faculty of Medicine (FoM) medical education (undergraduate and postgraduate programs) and research activity through the Interior Health (IH) region.  The education activities are delivered in partnership with Interior Health (IH); over 1600 clinicians and allied health professionals across the Interior Health region support learning and clinical training for medical students and residents.  

The Southern Medical Program (SMP) is a regional education site for the Faculty of Medicine’s distributed MD Undergraduate Program (MDUP) (Home - MD Undergrad Education, UBC Faculty of Medicine ).  The SMP delivers its education and training at education sites including regional and community hospitals, community health centres, and family physician offices in 30 different communities.

The Faculty of Medicine delivers Postgraduate Medical Education (PGME) in Family Practice and over 80 specialty and subspecialty programs recognized by the Royal College of Physicians and Surgeons of Canada and the College of Family Physicians of Canada (Home - UBC - Faculty Of Medicine - Postgraduate Medical Education ). Within the Interior Health region, there are six family practice sites, one enhanced skills emergency medicine program, and two Royal College specialty programs (Emergency and Psychiatry).

The Centre for Chronic Disease Prevention and Management (CCDPM) is a Faculty of Medicine research centre based at UBC Okanagan (Centre for Chronic Disease Prevention and Management (ubc.ca) . The Centre is focused on fostering new discoveries, collaborating with industry leaders, and progressing health science in the urgent research field of chronic disease prevention.

Position Summary

The position provides administrative direction and support for research and education through the Interior sites.  

Organizational Status

Reports to Manager, Admin and Operations; works closely with Principle Investigators (PIs), faculty leadership and administrative teams regarding research and facilities through the Interior sites.  Communicates and works effectively at all levels throughout the FoM Interior, UBC Vancouver and Okanagan campuses, with faculty and staff of partner universities (UVic and UNBC), and Interior Health. 

Work Performed:

1. Research Administration Leadership

• Overseeing the administration of Senate-approved summer research funding awards and CCDPM trainee travel awards.  Monitoring budget and timelines, overseeing adjudication process, liaising with donors and relevant stakeholders, and ensuring project summaries are submitted.
• Collaborating with UBC Faculty of Medicine’s Student Research and Education Coordinator on SMP student and IH faculty involvement in the Faculty of Medicine’s Summer Student Research Program (SSRP).
• Managing the Annual Lab Operating expenditure and participating in the financial planning process for this budget.  Monitoring project timelines and budgets and liaising with granting agencies as required and in collaboration with FoM Finance team members.
• Overseeing the annual UBCO Interdisciplinary Student Health Conference, through event planning, execution, and post-event analysis and review.  Managing other special events as required.
• Participating as an administrative lead on the Student Opportunities About Research & Scholarly activities (SOARS) Committee, CCDPM Trainee Engagement Committee and other relevant committees.
• Connecting students and research faculty with supportive resources on grant writing, manuscripts and ensuring ethical standards of research are followed for research projects.
• Implementing and managing policies, procedures and administrative systems relating to research in the FoM Interior (including student and faculty research).
• Advising PIs on hiring and management of research support staff, including students; writing job descriptions, facilitating postings, screening applicants, participating in candidate selection, facilitating appointments, onboarding and ensuring that UBC policies and processes are adhered to.
• Supporting the onboarding of research faculty (academic and clinical appointments regarding administrative and operations support for research activity.
• Generating annual reports and other reports as required.

2. Laboratory Operations Management

• Implementing and managing comprehensive administrative policies, procedures, and protocols for ensuring optimal and safe operation of FoM Interior research laboratories and equipment.
• Creating the laboratory Standard Operating Procedures (SOP) and Records Management System for work performed by this position.
• Maintaining a complex and comprehensive inventory for research labs.
• Ensuring all laboratory equipment and research space functions strictly adhere to pre-established requirements; following guidelines of UBC's department of Health, Safety and Environment and Faculty of Medicine's Academic and Research Space Allocation and Management Policy.  Reporting any concerns to the Manager, Admin and Operations and faculty leadership as a matter of urgency for corrective action. 
• Acting as point of contact between researchers and other UBC Vancouver and Okanagan departments, liaising with the UBCO Animal Technician as appropriate. 
• Coordinating the development and implementation of schedules for shared space, equipment and consumables by research faculty, staff and students.
• Ensuring research faculty, students and staff receive technical and safety training regarding laboratory procedures, use of equipment, as required as well as direction regarding UBC policies, procedures and protocols.
• Researching, negotiating, and procuring materials, supplies, services, and equipment relevant to the FoM Interior research activity.
•  Supporting contracts and agreements related to laboratory equipment and operations.
• Contributing to grant proposals related to the procurement of materials and equipment to support FoM Interior research activity.
• Planning and coordinating facility repairs and renovations within research spaces, ensuring compliance with appropriate policies.
• Attending all relevant safety and licensing courses and maintaining all laboratory records.
• Leading quarterly Laboratory Operations meetings with representatives from all lab groups.

3. Facilities and Administrative Management

• Supporting requests regarding SMP space; reviewing contracts and ensuring compliancy with terms and conditions.
•  Supporting space allocation of new faculty and staff within Interior sites.
• Assessing needs and preparing proposals for annual Ministry of Health Minor Capital Projects funding.  Following successful projects through to completion, in coordination with IH and the UBC FoM Space Planning and Facilities Management team.
• Facilitating data collection and analysis related to space and infrastructure needs and utilization across FoM Interior sites.
• Providing approval on security access requests and monitoring access list for FoM Interior sites.
• Coordinating receipt of all large equipment purchases and inventory of furniture, computers, supplies and service/maintenance contracts for the FoM Interior sites. Assessing the site needs regarding upgrades and new acquisitions.
• Overseeing the work of Reception and Facilities staff providing guidance according to policies set by the UBC Faculty of Medicine Resource Coordination team and making decisions regarding their workload and workflow related to these positions.
• Overseeing the work of the Executive Coordinators to Faculty and Administrative leadership positions, making decisions regarding their workload and workflow related to these positions. 

4. Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgment

Expected to function in a team setting with autonomy in regular decision-making and problem solving.  Day-to-day operations and implementation of policies, procedures and standards will be the responsibility of this position.

Exercises judgement within work methods for assignments. Consequences of poor performance or decision-making may negatively impact research results, and the reputation of the SMP and of the university.  Tact, diplomacy, confidentiality and excellent interpersonal skills are key skill requirements.

Supervision Received

Reports to the Manager, Admin and Operations and works closely with the faculty leadership.  Takes direction from research faculty and scientists regarding specific requirements, but will be expected to work autonomously.   Work is reviewed in terms of achievement of specific objectives. 

Supervision Given

 Manages a team of administrative staff members for the effective day-to-day operations and research administrative support through the SMP sites.  Responsible for hiring, disciplining, evaluating, and terminating these staff members as required.  May assign and check work of technicians, support staff or students across distributed sites as relevant.

Education/Work Experience

Completion of a university degree in a relevant discipline and a minimum three years of related experience, or equivalent combination of education and experience.  Experience in research or laboratory management is preferred.  

Performance Competencies and Criteria

• Initiative, creativity and ability to resolve complex issues through collaboration and work under pressure to meet constant deadlines.
• Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with research faculty, staff and students.
• Demonstrated strong interpersonal, planning, independent problem-solving and organizational skills.
• Demonstrated leadership skills working with diverse teams and collaborating with a variety of stakeholders.
• Good understanding of university administrative processes, research administrative processes, hospital/health authority structure and functioning preferred.
• Excellent skills in verbal and written communication.
• Event planning and/or project management experience preferred.
• Experience with laboratory infrastructure and equipment is an asset.
• Chemical safety, biosafety and hazardous waste management certification is an asset. Attaining outstanding or expired certification will be required on commencement of employment.
• Accurate, results-oriented and advanced level of computer proficiency.
• Experience working with Sharepoint, Qualtrics and Workday is an asset.
• Ability to work independently and within a team environment.
• Comfortable learning new technologies.
• Flexible, comfortable working in ambiguity, and invigorated by change.
• Ability to work after regular hours as required.
• Ability to travel between sites.