Application Deadline

What you’ll do 

  • In collaboration with the Principal Investigator(s) (PIs) coordinate the preparation and submission of grant proposals by identifying submission guidelines, collating information required and ensuring submission deadlines are met. Follow up with the granting agency on the submission of proposals, monitors post award financial accounts to ensure accuracy. Provide progress reports, highlight discrepancies and provide recommendations to resolve discrepancies and budget concerns to the PI(s) as appropriate. 
  • Interact with a variety of individuals and agencies such as universities and granting agencies both national and international. Ensure flow of information with internal and external stakeholders regarding grant related matters and make arrangements for visiting speakers and guests.
  • Human resources responsibilities include recruitment of staff by posting/advertising internally and externally (UBC), coordinating interviews and screening applications for review by hiring supervisors. Manage new hires orientation process in the department and ensures all safety and personnel documentations are in place according to policies, guidelines and legislations.
  • Ensure all hiring, appointment and payroll processes such as new hire letters and timekeeping are complete for employees. Liaise with various PHSA units such as Payroll and Human Resources and in some cases, UBC to ensure a seamless process and minimize errors. Bring issues and recommendations of remedies to department head or designate for approval. 
  • Act as the main contact for ordering supplies for the department and approves lab and office supplies by performing duties such as submitting purchase requisitions and obtaining authorizing signature as necessary. Manage and process various requisitions such as travel, expense reimbursements, cheque requests, and honorariums for the Department Head and PIs. Act as liaison with various departments of BCCA/PHSA including purchasing, stores, and finance to obtain information and follow-up on the status of outstanding issues and requests. 
  • Coordinate registration and travel arrangements for staff attendance at seminars and meetings. This includes completing registration (on-line or phone), abstract submission, making travel and lodging reservations, culminating expense reimbursements to the attendee and/or cost recovery from the conference organizers as appropriate.
  • Provide work direction to junior and contract administrative staff including orientating new staff and assigning and reviewing work, coordinating work assignments to ensure completion, answering questions and providing support, ensuring policies and procedures are followed and providing input to performance evaluations as required.


What you bring  

  • A level of education, training, and experience equivalent to a Diploma in a relevant area such as business administration or finance from a recognized college
  • Three (3) years’ recent related experience a research environment and in project management. 
  • Strong interpersonal and communication skills and the ability to demonstrate good judgment, tact and discretion.
  • Detail oriented and able to complete accurate work in a timely matter.
  • Demonstrated time management skills and ability to assist others in meeting deadlines.
  • Knowledge of and experience with grant applications.
  • Knowledge and experience in budget preparation, tracking expenditures and identifying sources of variance.
  • Proficient in scientific and medical terminology.
  • Ability to work both independently and as team leader to organize work and manage multiple priorities in a fast paced environment.
  • Demonstrated ability to make sound decisions and resolve administrative issues/problems.
  • Fully proficient in the use of a variety of software packages including word processing, spreadsheets and databases and related equipment.
  • Demonstrated ability to evaluate personal work and existing systems and identify areas for improvement.
  • Physical ability to perform the duties of the position.
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