Grants Clerk

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant I

Job Title

Grants Clerk

Department

UBCO Research Compliance and Administration Vice Principal Research Office

Compensation Range

$4386.00 - $5024.00 CAD Monthly

Posting End Date

February 4 2026

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

Job End Date

April 30 2027

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

This position provides complex and confidential research administrative support within the Office of the Vice-Principal Research and Innovation (OVPRI). As part of the Research Services team the position provides pre and post award research grant application administration. This position requires a high level of independent judgement initiative and problem-solving skills.

This position will be responsible for receiving and processing research grant applications including entering updating and maintaining the RISe database prior to submission and post- award. This position will provide comprehensive services and authoritative information to faculty researchers regarding research policies including indirect costs guidelines and deadlines for research grant applications. This position works closely and collaboratively with the Grants Administrator.

This position will be responsible for research service-focused communications such as research bulletins grants calendar and promotion in consultation with Research Development Officers/Support Specialist(s) staff and the OVPRI Communications Manager . This position will also work closely with Research Development Officers/Support Specialist(s) staff to organize research related presentations workshops and special events as required.

This position will also provide research administrative support for the Manager Research Administration and Compliance.

Organizational Status

This position reports to the Manager Administration and Compliance and liaises with academic and administrative offices government agencies granting agencies faculty students staff and the general public to provide information on research processes and procedures.

Duties:

Pre-Award Grants Administration

Reviews and verifies compliance to internal procedures and verify processing requirements for all grant applications and supporting documents; inputs and maintains pre-award research records in UBCs Researcher Information System (RISe); records and inputs data in Funding Application Summary (FAS)

Completes Tri-council and other Agency documentation with researcher in concert with UBC Okanagan and UBC Vancouver research service colleagues

Maintains knowledge of research programs application deadlines and procedures and provides advice and guidance to faculty and staff on submission requirements deadlines and grant processes

Provides information regarding external funding agency deadlines policies application requirements and detailed information on application guidelines and forms.

Post-Award Grants Administration

Responsible for post-award grant administration record keeping and RISe transactions;creation of research grant accounts and account budgets in RISe

Opens research contracts and grant accounts and determines funding with the Manager Administration and Compliance as necessary reviews and processes grant and sponsored research grants external transfer and sub-grant agreements; ensures that agreements are complete and in compliance with the granting agency requirements

Reviews and processes research grant accounts for all granting councils foundations and organizations

Reviews and processes research grants and donations from granting agencies and other sources external to the UBC Okanagan campus; ensures compliance with University Policy and establishes appropriate accounts in RISe

Trains users of the RISe system on the extended reporting feature

Liaises directly with sponsoring agency personnel Research Finance Innovation UBC faculty administrative personnel at the UBC Okanagan and Vancouver campuses.

Establishes grant accounts and establishes funding commitments. Advises and provides information to faculty unit/department heads and deans for routine and non-routine queries about financial information and management of research awards granting agency policies contract terms University policies and procedures.

Communications and Research Services Events support

Works with OVPRI Communications Manager to deliver Research Service communications: research bulletins newsletters grants calendar and promotion in consultation with Research Development Officers/Support Specialist(s)

Assists with logistics for research-related presentations workshops and events including arranging for presenters venues equipment and refreshments; provides assistance to produce presentations

Administrative support:

Provides relief reception support to the Office and Human Resource Administrator for absences including meal breaks meetings work-from-home days and vacation.

Coordinates maintenance of office support systems: ensures office equipment is in working order and arranges for maintenance and repairs; orders and maintains office supplies; processes all incoming and outgoing mail and courier packages in a timely manner to ensure application and financial deadlines are met

Develops and maintains office record systems organizes and schedules meetings (including weekly Research Service team meetings) compiles and disseminates information including transcription and distribution of various meeting agendas and minutes

Accepts deliveries.

Responds to inquiries from the public and from members of the campus community including Senior executive faculty staff in person and by phone. Welcomes guests of the Vice Principal Research & Innovation and other units within the portfolio and lets meeting host know of guests arrivals.

Maintains boardroom cleanliness.

Assists with audio-visual and telephone conference set up in boardroom.

Arranges travel and prepares expense and travel claims for the Manager Administration and Compliance; Processes deposits journal vouchers and requisitions and travel reimbursements for Research Service staff

Consequence of Error/Judgement

This position is expected to exercise judgement and initiative in handling matters of both routine and non-routine nature; discretion in dealing with confidential and sensitive information is essential and must be handled with professional maturity. Errors in judgment could have a significant impact on the incumbent s ability to carry out the role effectively and could have adverse consequences on continued positive relationships with faculty and staff.

This position has significant influence on the quality and effectiveness of the services provided by the Research Services team. Timely accurate and high-quality information on research grants and applications is absolutely essential to effectively support faculty applications for research funding. Detail errors or incorrect decisions could result in direct costs lost opportunities embarrassment to the University and the inability of the Research Services team to fulfill its mandate.

Non-compliance with contractual 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. Branding UBC as a non-compliant institution would have a profound effect on the public credibility of UBC and the careers of UBC researchers. It would diminish its ability to undertake human subject research and to attract students faculty staff and revenue (research grants endowments matching funds etc.).

Ongoing communication requirements with members of faculty and staff at the university for the purpose of grant application processing and assistance must be handled with professional maturity. Errors in judgment could have a significant impact on the incumbents ability to carry out the functions of the position effectively and could have adverse consequences on continued positive relationships with faculty and staff.

Information that is accurate and timely is absolutely essential for the support of faculty applications for research. Communications information and advice given to faculty regarding grants and the application process must be of the highest quality and accuracy.

Supervision Received

Reports to the Manager Administration and Compliance.

Supervision Given

This position has no supervisory responsibilities.

Qualifications

Minimum Qualifications

Two years post-secondary education required;

A minimum of two years of related experience in a research/research administration environment is required or an equivalent combination of education and experience

Willingness to respect diverse perspectives including perspectives in conflict with ones own

Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Advanced skill level with Microsoft Office suite Word Excel Outlook PowerPoint etc. along with database and website maintenance skills are required.

Knowledge of Provincial and Federal e.g. Tri Councils research mandates and programs is preferred.

Familiarity with UBC research proposal submission criteria; UBC research and compliance policies and knowledge of Canadian regulatory and policy requirements for conducting research that involves humans is an asset.

Professional and courteous conduct is required at all times.

Ability to work with others in the best interests of the Research Services team the OVPRI and the University.

Demonstrated oral and written communication organization and problem-solving skills; ability to exercise good judgment.

Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and external community.

Ability to maintain accuracy pay attention to detail and observe deadlines.

Ability to exercise a high level of tact and discretion in internal and external contract work and the ability to independently apply a broad knowledge of policies and procedures. Multi-tasking and effective prioritization is required.

Ability to work effectively under pressure to meet deadlines.

Ability to establish standards of performance and resolve work problems.

Ability to work both independently and as part of a team is essential.