Research Portfolio Coordinator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Research and Facilitation, Level C

Job Title
Research Portfolio Coordinator

Department
Research Support Digital Emergency Medicine | Department of Emergency Medicine | 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
March 22, 2024

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

Job End Date

Mar 17, 2025

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.

Please note, this position is for maternity leave coverage.

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, and is essential to fostering an outstanding work environment. 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.

Organizational Status
For organizational and administrative direct report purposes, the position reports to the Manager, Technology Research and Program Administration. For functional supervision purposes,  the position reports to the Associate Lead, Research. The Research Portfolio Coordinator will supervise research staff, providing direction, technical knowledge and functional management to research staff. Depending on the size of the projects or the number of projects concurrently running, the Research Portfolio Coordinator may have from 5 to 12 staff members working under them. 

Through the course of their daily work, the Research Portfolio Coordinator will be required to establish working relationships with UBC (e.g., Office Research Services, University Industry Liaison Office, Development Office), community stakeholders and organizations, funding bodies, clinicians, researchers, health authority collaborators, the BC Ministry of Health, as well as with principal and co-investigators (internal and external to UBC) and liaise with other staff within the Department (ex. UBC Finance, Human Resources) 
Work Performed
The Research Portfolio Coordinator will conduct a wide range of responsibilities in coordinating the research within the research portfolio, including: 

• Facilitating overall research projects and participating in research project design, developing work plans, setting priorities, timelines and goals. Managing and leading multiple clinical research projects with conflicting timelines, priorities and deadlines. 
• Developing knowledge base across portfolio of projects and suggesting efficiencies, improvements and innovations within and between projects. 
• Completing national and provincial grant applications to government, foundation, and other health organizations. Exploring and pursuing opportunities for grant funding and other avenues of research funding. 
• Facilitating the process of collaborative research agreements. 
• Providing authoritative information to project leads and staff on research administration matters to ensure DigEM complies with university, faculty and external funding agency policies, protocols and practices. 
• Facilitating the appropriate research and operational approvals for projects (ex. UBC clinical research ethics applications, operational approvals, privacy impact assessments and security threat risk assessments).
• Liaising with Finance, HR, and ORS to maintain appropriate audit trails.
• Preparing budgets and forecasting resource requirement. Distributing personnel across office priorities and within project duties. 
• Preparing cost estimates and budgets for projects and portfolio; manages project and portfolio budgets, oversees and approves expenditures, prepares forecasts for resource requirement.
• Applying diverse research skills and knowledge in project activities (i.e., research design, methodological expertise, interviewing, facilitating focus groups, managing datasets).
• Designing evaluation and research frameworks; developing, reviewing and editing research protocols;
• Overseeing data collection, organization, and analysis. Making decisions regarding the research review process to direct project(s) within the portfolio.
• Liaising with Principal Investigators, Co-investigators as well as project committees and stakeholders. Acts as delegate for Principal Investigator as required.
• Planning, managing, and handling communications for research projects.
• Chairing meetings with Principal Investigator, Co-investigators and Steering and/or Advisory Committees to aid in project direction and development. 
• Chairing meetings with internal and external project teams and updates Principal Investigator, Co-investigators and collaborators on progress. 
• Supervising staff, such as research assistants, and other operational personnel;
• Providing direction, guidance and on the job training for research assistants, students, volunteers, and other personnel as required;
• Preparing clinical research ethics applications; ensuring ethical standards of research are upheld.
• Ensuring requirements of granting and funding agencies are upheld and reports are submitted on a timely basis.
• Organizing and leading research team meetings, and various project and stakeholder meetings
• Conducting advanced data analysis and interpreting findings
• Preparing research reports and other public documents related to research projects for government and nongovernmental agencies involved in decision making and health policy in areas related to research portfolio.
• Identifying, developing, and implementing dissemination strategies for research results 
• Preparing presentations for scientific, professional, and lay meetings.
• Summarizing results and writing papers for publication
• Identifying staffing needs, draft job descriptions, participate in interviews, make hiring recommendations 
• Initiating, designing and developing a system for project reports and records, including maintaining accurate financial records
• As a member of a  matrix  oriented research unit, is responsible for participating in as well as overseeing program delivery as required; 
• As part of the senior management/leadership team plans strategic goals and direction for the office; strategizes activities, human resources, and priorities; and develops strategic research plans.
• Other duties as required.

Consequence of Error/Judgement
The Research Portfolio Coordinator is responsible for decisions that can impact the viability of projects within their portfolio. He/she will need to exercise professional judgment and initiative in the overall coordination and management of research projects. He/she is accountable for the effective execution of all research activities, and is expected to make sound decisions and recommendations on all aspects of work. Errors in judgment will impact funding, reputation, and research quality. The consequences of error could lead to misrepresentation of results in publications and inappropriate policy in health services decision making. The Research Portfolio Coordinator will work independently and will need to exercise judgment in the development of partnerships, budgets, staffing, research portfolio development and management. The reputation of the research work done in Digital Emergency Medicine is critical to the unit obtaining future funding. As such the impact of decisions is considerable. Inappropriate judgement could result in compromised research projects which could in turn prevent the Department from obtaining future funding, as well as the reliability, credibility and reputation of the research team.
Supervision Received
Works independently with considerable latitude, with general direction from the Associate Lead and PI. The position receives minimal supervision, but works collaboratively. Technical guidance is available from the Associate Lead and Evaluation Lead.
Supervision Given
The Research Portfolio Coordinator will supervise and provide day-to-day coordination of research staff and a variety of students assigned to projects, as well as residents/fellows who participate in research projects under the direction of Principal Investigators. 

The Research Portfolio Coordinator provides direction and technical knowledge to research teams and research assistants/research staff. The Research Portfolio Coordinator manages staff members and provides functional supervision, mentorship, and performance management as well as overseeing work on projects. The Research Portfolio Coordinator reviews portfolio workload and adjusts allocations of staff and students across projects.
Minimum Qualifications

For research work, a post-graduate degree or equivalent professional designation with a minimum of four years of related experience, or an equivalent combination of education and experience. Otherwise, an undergraduate degree in a relevant discipline is required with a minimum of six years of related experience, or an equivalent combination of education and 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

Education: Master’s degree preferred. 
 

Experience: Experience in executing research projects within a clinical context (ex. emergency department/ hospital setting). Experience with both qualitative and quantitative research methodologies. Experience with research coordination, research administration, communications, project management, budget monitoring and use of related software/ platforms (ex. Clinical Trial Management System). Experience managing, training, and supervising staff. 

Knowledge, Skills, & Abilities:

• Ability to effectively manage multiple tasks and priorities. 
• Ability to communicate effectively verbally and in writing. 
• Ability to work effectively independently and in a team environment. 
• Ability to initiate, manage and conduct research projects with multiple stakeholders. 
• Ability to prioritize and work effectively under pressure to meet deadlines. 
• Ability to work with inter-institutional and/or inter-disciplinary teams. 
• Ability to exercise sound judgment. Ability to exercise initiative, diplomacy, tact and discretion. 
• Ability to analyze problems, identify key information and issues, and effectively resolve. 
• Ability to identify, obtain, and effectively manage organizational resources. 
• Ability to work independently with minimal supervision.