Senior Administrator, Sponsored Research Contracts

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Unique Job (Gr9)

Job Title
Senior Administrator, Sponsored Research Contracts

Department
Agreements Management | Industry Liaison Office

Compensation Range
$4,815.00 - $5,371.00 CAD Monthly

Posting End Date
March 16, 2024

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

Job End Date

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 UILO’s mission is to maximize the global impact of UBC s 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 and government. The Sponsored Research group within the UILO is responsible for the promotion and management of all sponsored research arrangements, including research chairs, grants, clinical trials and research contracts for the faculty at the University and its affiliated teaching hospitals.
The Senior Administrator, Sponsored Research Contracts is responsible for administrative and financial support to the Sponsored Research – Government group and provide guidance and training to the administrative and financial support to the Sponsored Research Group. Administers complex research agreements and advises faculty on the same to ensure compliance with government and non-profit sponsors and UBC policies and procedures.
The position needs extensive experience in the application and interpretation of policies, procedures, regulations and practice of UBC and funding agencies in order to develop guidelines and methods and provide training and mentoring to team members.
Organizational Status
The position provides senior administrative and financial support and reports to the Associate Director, Sponsored Research. It shares a responsibility in the coordination and direction of the entire Administrative team handling government, non-profit and industry contracts, and industry grants. Liaises with sponsoring agency personnel, Research Finance, faculty, administrative personnel at UBC and the Research Services Offices at the affiliated teaching hospitals and other Universities.
Work Performed

Administrative:

• Administers Government and non-profit sponsored agreements, including reviews of agreements for legal terms and conditions (payment, reporting requirements, contract term, indemnification, appropriate University signatories) and drafting amendments from brief oral instruction/notes using template agreements.
• Develops, implements, reviews, modifies guidelines and procedures for the team to utilize.
• Ensures the team is fully trained and cross trained.
• Shares in the oversight monitoring of the workflow of the team.
• Manages and troubleshoots non routine issues, escalates where needed.
• Develops methods to measure and continuously improve service levels, accuracy and efficiencies of workflow.
• Advises and provides authoritative information to faculty, department administrators, department heads and deans regarding: financial information; funding agency policies and contract terms and University policies and procedures.
• Contacts a wide range of individuals including faculty researchers, department heads and deans and government representatives, and responds to non-routine oral and written inquiries. Composes complex and confidential correspondence of an interpretive nature.
• Monitors status of outstanding agreements for the Sponsored Research group and follows up as required.
• Communicates with Researchers to ensure that Human Ethics, Animal Ethics or Biohazard approval has been obtained if necessary.
• Identifies and reports patterns of errors which may highlight system weaknesses.
• Enters data into RiSE/Workday and internal database systems and generates reports.
• Prepares appropriate meeting support material.
• Performs other related duties in keeping with the qualifications and requirements of the job.
   

Financial:

• Directs the issuance of invoices, receives and directs cheques to the appropriate person. Documents, monitors, directs and reconciles government and non-profit foundation sponsored research funds.
• Reviews agreement documentation and extracts term, payment schedules, reporting requirements and overhead rates and enters the information into RiSE for use by Research Finance and into internal databases.
• Liaises regularly with relevant offices including Research Finance to coordinate processing of budget and payments.
• Reviews Research Project Budgets (RPBs) to ensure accuracy before exporting to Workday.  Verifies documents and processes budget increases in RiSE to make funds available to Researchers for all new research projects, amendments to existing research projects and foreign exchange adjustments.
• Reviews and reconciles the budget to cash received that is prepared by Research Finance. Compares figures to correspondence and information in contract files. And processes adjustments to the budget when necessary.
• Reviews and investigates all cheques from government and non-profit agencies. Identifies the appropriate GR accounts to ensure correct allocation of funds. Determines whether a budget increase is required and, if necessary, instructs Office of Research Services to process the increase.
• Interprets & investigates questions regarding research accounts from Researchers and departmental staff and responds accordingly.

Consequence of Error/Judgement
The Sponsored Research Group manages $80 million in industry sponsored research and over $100 million in government and foundation sponsored research. Individual agreements vary in value from $500 to over $1 million. Poor judgement, errors in preparing legal documents, inappropriate management of confidential information, or mismanagement of cheques could have an adverse effect on the faculty members, the UILO, other University departments and the University or Affiliated Hospitals. Non-compliance with agreement terms and/or sponsoring agency guidelines could result in the return of agency funds, loss of future funds, and/or inability to collect funds owed to the University. 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 action. In some cases, the work product will not be reviewed by an Officer or Manager.
Supervision Received
Establishes own priorities in accomplishing job duties, reports to the Associate Director, Sponsored Research, and receives instructions from the Government Contracts Manager. The position is expected to use initiative and independence on all projects. Agreements are reviewed and approved in accordance with the signing resolutions of the University. Work is reviewed against objectives.

Supervision Given
This position may delegate and review the work duties of the CUPE 2950 Administrative team, ensuring accuracy and quality of work with handling government, non-profit and industry contracts, and industry grants.

Minimum Qualifications

High school graduation plus a post-secondary diploma in accounting or related field. Minimum five years 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

UBC experience preferred in administrative support for legal contracts related to research support. Supervisory and training experience preferred.
Experience in account reconciliation. Knowledge of accounting principles and practices required. Experience working with budgets and financial statements preferred.

Knowledge of University and granting agency research/financial policies and procedures.

Experience working with legal documents and terminology at a paralegal level preferred.. A high degree of judgement and initiative is required in determining appropriate decisions. The position requires leadership, initiative, sound demonstrable judgment and discretion, and strong decision-making abilities. Ability to interact with senior executives.

Effective oral and written communication, interpersonal, analytical and organizational skills. Ability to prioritize work, multi-task, work under pressure and to meet deadlines.

Ability to simultaneously handle a diverse range of projects and activities.

Ability to maintain accuracy and attention to detail.

Ability to exercise tact and discretion when handling sensitive and/or confidential matters.

Ability to compose complex correspondence and customize template agreements to meet unique specifications.

Ability to work both independently and within a team environment