Job Description

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Research and Facilitation, Level B

Job Title

Research Administrator

Department

Administrative Support | Human Early Learning Partnership | Faculty of Medicine

Compensation Range

$7,158.42 - $10,292.25 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

September 25, 2026

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

Job End Date

November 23, 2026

This position is part-time at .6 FTE (21 hours/week) and the compensation will be prorated.

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 Description Summary

The Research Administrator is responsible for the efficient and effective management and coordination of both discrete and integrated research components within the community systems research program. In regular contact with the Principal Investigator(s), the incumbent supports the Principal Investigator(s) and engages in all aspects of research management and coordination, focusing on the overall progress of the various research projects, designing and administering conceptual and methodological frameworks and protocol, developing and supervising analytical processes, and facilitating knowledge transfer strategies.

The incumbent will work to identify issues of concern in a timely and non-judgmental manner and present a range of solutions that will meet program and project goals and objectives. The incumbent develops research ethics submissions, data collection instruments and materials, data tracking and retention strategies, orientation and data collection packages. S/he provides support and training to team members in research methods (e.g. mixed methods, qualitative and quantitative methodologies) and computer-assisted analysis (e.g., NVIVO, Atlas TI, SPSS, and related software applications). S/he will foster research team development and monitor team activities, including budget and timeline management, and supervise and oversee research activities and the technical work of analysts, writers, editors, transcribers, translators, etc. The incumbent develops and maintains descriptive internal and public documents concerning the research components of the projects, working with the Principal Investigator(s) to ensure research content is developed in accordance with project standards for public, professional, academic and policy knowledge transfer activities. The job will require flexible working hours and may require evenings, weekends and occasional overnight travel.

Organizational Status

This position reports directly to the Principal Investigators, and works closely with HELP Faculty and Researchers. The position will also work closely with and maintain communication with the various members of the HELP Management Team and the HELP Administrative staff.

Work Performed

Research Management:

• Has a comprehensive understanding of the research program and is able to speak to the research and progress of the array of projects under the community systems program;
• Able to mentor and provide instruction to research assistants and community researchers/partners;
• With Principal Investigator(s) develops timelines and budgets for research components based on deliverables. Compiles and synthesizes the timeline and budgets into a project management critical path e.g. GANTT chart that covers all research components of the project;
• Oversees the maintenance of clear and up-to-date e-paper version of all materials related to the research projects within the community systems program;
• Participates in team meetings, bringing information and analysis of the research progress, anticipating future budget and operational requirements of the various research initiatives;
• Drafts and implements recommendations for the ongoing development and maintenance of the research infrastructure;
• Supervises the work of Research Assistant(s), summer students i.e. practicum placement students, graduate students, and interns;
• Coordinates the submission of grant applications (letters of intent & full proposals) for single and multi-investigator, institutional collaborative proposals, and philanthropic proposals;
• Composes, edits and proofs grant proposals, contracts, academic proposals and research letters of support.;
• Liaises and communicates with ORS and UILO to track the progress of grants; create new applications; prepare new ethics applications;
• Coordinates with the Contracts/Research Grants Officer to investigate potential funding sources and coordinate the acquisition of grant funding information from multiple sources.

Data Collection, Management and Analysis:

• Develops research ethics submissions for internal and external review boards;

-vCoordinates the preparation and maintenance of non-core research ethics certificates, approvals, budgets and other supporting documents for research projects;

• Develops data collection protocol and instruments;
• Develops and maintains a data tracking and retention system that meets the needs of all research components;
• Oversees the collection of data, stepping in when necessary to ensure flow and quality of data is maintained.

Data Analysis:

• Works with the Principal Investigator(s) and research team to develop priority lists for data analysis, protocols for maintaining up-to-date files of working documents, qualitative and quantitative analysis documents and files;
• Oversees the transcription and data entry and analysis process;
• Performs data analysis, including analysis of network survey data; qualitative data transcription and analysis; data maintenance; and data cleaning;
• Initiates and mobilizes effective linkages with key community partners to establish partnerships that would increase access to information and facilitate implementation of research projects.

Knowledge Transfer:

• Develops and maintains foundation/descriptive public and project documents concerning the various research components;
• Develops reports on the progress of the research components and synthesizes into an executive summary suitable for publication;
• In collaboration with Principal Investigator(s) and research team, develops and monitors knowledge transfer strategies and timelines;
• In collaboration with Principal Investigator(s), undertakes or oversees the development and maintenance of research content for web and community dissemination as well as academic publication and presentation;
• Overseeing a list of ongoing manuscripts and analyses.

Training:

• Works with the Principal Investigator(s) to train and supervise research assistants in research ethics, data collection and other research procedures and methods required for the community systems research projects;
• Provides mentorship, guidance, support to junior researchers, graduate students, practicum students, and interns.

Financial:

• Monitors budgets and ensures deliverables are on track and on-time as per project inputs; ensures smooth operation of the projects in accordance with grant deliverables, Statements of Work, Partnership Agreements/Charters, and research contracts.

Consequence of Error/Judgement

This position involves a variety of projects and requires initiative and attention to detail. The Research Administrator must be capable of coordinating tasks related to multiple projects. This position requires use of discretion in a wide variety of situations. The position exercises judgement and makes decisions in the area of planning, organizing and scheduling project activities in a meaningful and useful way. This position is required to conduct all activities in an ethical manner, and to treat information confidentially. Inappropriate judgments or decisions would have significant implications for current and future funding for HELP and on the research reputation and sustainability of HELP and UBC in general - and will lead to confusion and lost opportunities and a poor impression of HELP and the University, as well as loss of reputation for the research institute.

The consequences of inappropriate judgment exercised by this position could be missing important and relevant information, and/or misrepresenting the projects while performing tasks of the position, which may result in additional work for the Principal Investigators and other Faculty.

Makes professional decisions and recommendations on all aspects of research work and is responsible for the quality of research activities. Makes decisions regarding funding sources and the preparation of funding applications.

Supervision Received

Works with considerable latitude. The incumbent works independently, but in continual consultation with the Principal Investigator(s). This position reports to the Principal Investigator(s).

Supervision Given

May manage junior researchers, research assistants, practicum students, interns and technicians, and junior staff or students.

Minimum Qualifications

• 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

Undergraduate degree in a relevant discipline.Masters degree an asset.Minimum of three years experience or the equivalent combination of education and experience.Preferably in an academic setting. Experience working in a research supporting capacity. Working familiarity with university research environments and grant funding processes, grant development and administration is necessary. Demonstrated experience in participatory community-based research, process and outcome-based program/project evaluation, policy development and research analysis;Demonstrated ability of efficient Internet/technology use applied to research and analysis;Demonstrated ability to prepare clear, concise, and accurate research and technical reports and proposals;. Demonstrated ability to prepare effective grant applications;Demonstrated ability to develop and manage project budgets;.Demonstrated ability to be thorough, accurate, and have a high level of attention to detail;Demonstrated ability to efficiently and effectively coordinate tasks;Demonstrated ability to prioritize and work effectively under pressure to meet deadlines.Demonstrated ability to accurately proofread for spelling, grammar, and punctuation;Demonstrated ability to review, analyze, and synthesize complex information into summaries and reports;Demonstrated ability to work effectively both independently and within a team environment;Advanced computer skills with a variety of software required, including word processing, spreadsheet, reference database, and computer assisted qualitative analysis (e.g., QSR Nvivo, AtlasTi, SPSS) software.