Grant Application Clerk

Staff - Union### ##

• Job Category
• CUPE 2950## Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)### ##
• Job Title
• Grant Application Clerk### ##
• Department
• ORS CFRI | Research Management | Office of Research Services### ##
• Compensation Range
• $4,449.00 - $4,676.00 CAD Monthly### ##
• Posting End Date
• January 13, 2026
• Note :
• Applications will be accepted until 11 : 59 PM on the Posting End Date.
• Job End Date
• OngoingAt 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 incumbent will be responsible, under the supervision of the Research Awards Manager, for activities related to the grant / contract application and awards processes. Specialized information regarding all aspects of research applications and awards will be received, assessed and acted upon. The position will provide clerical and administrative services to the Director of Research Services in areas such as ensuring compliance with research policies and procedures and problem resolution. The incumbent will also be responsible, under the supervision of the Research Awards Manager, for entering, updating and maintaining the RISe database in support of new and existing grant programs as well as for grant applications. The position will provide comprehensive services to members of faculty regarding technical, research policies and time guidelines for research grant applications. This position will also be responsible for normal reception office environment with heavy walk-in volume traffic during peak periods of the year (i.e. February to April, September to November).
• Organizational Status
• Reports directly and works closely with the Research Awards Manager in all aspects of grant information support as well as the research grant application process including obtaining authorization for research applications. The incumbent will have continuous and frequent contact with members of academic and non-academic staff to provide and receive specialized information on grant funding opportunities and to provide and receive information, investigate problem situations and initiate problem resolution.
• Work Performed
• Research Application Processing Assist the Director of Research Services or designate in all aspects of the Grant / Contract application process including :
• Receive, review applications for completeness and maintain research grant applications requiring approval in accordance with the university research policies.
• Review and verify compliance of all applications to internal procedures and processing requirements including human ethics, animal care, biohazard reviews and Conflict of Interest / Conflict of Commitment and Financial Conflict of Interest for US PHS fundings.
• Update and maintain the RISe database for all grant applications.
• Liaise with the Director of Research Services or designate, to obtain required authorization on all research applications, and control turnaround time of applications according to internal guidelines.
• Interpret, investigate and formulate responses to all enquiries for information regarding application processing, policies and requirements and the status of grant applications.Grant Information Assist the Research Awards Manager in all aspects of grant information support including :
• Communicating in-person or in-writing to routine and non-routine enquiries for information, including responding to enquiries directed towards other staff during their absences.
• Provide specialized information regarding granting agency deadlines, policies and application requirements and detailed information on application guidelines and forms.
• Assist and educate faculty and staff members, both over the phone and in person, in the use of on-line database of granting agencies and application information including RISe etc.
• Organize and facilitate training sessions for PI RISe database module and advise on workflow issues etc.Grant / Contract Award Processing Assist the Research Awards Manager in all aspects of Grant / Contract Award processing including :
• Interpreting the financial implications of granting agency award notices and establishing appropriate accounts in Workday using the RISe electronic interface based on the award notices and verify compliance including human ethics, animal care, biohazard reviews and conflict of interest / conflict of commitment.
• Investigate and resolve a variety issues as identified by the incumbent or the Research Awards Manager. This will entail both written and verbal communications with faculty and staff members at all levels as well as the exercising of good judgement and diplomacy.
• Receive all information for input into the RISe database; review information to identify and locate relevant file and take appropriate action i.e. circulating to appropriate staff members
• Prepare requisitions and journal vouchers.
• Identify and process cash receipts for all contract and grant files, attach relevant file and distribution to appropriate staff members utilizing Workday cash receipts system.Website and Research Information Service (RISe)
• Maintains and updates ORS website based on a Drupal CMS.
• Preparing content including user and client guidelines and manuals for website and RISe.
• Maintaining RISe database to ensure timely and accurate data integrity
• Responds to queries or escalate as required on all ORS systems.
• Performs other duties as required.Transfer Agreements
• Enter data in RISe for external transfer agreements
• Prepare external transfer agreements and submit the agreements to ORS Managers for review and approval
• Circulate transfer agreements for appropriate signatures in accordance with ORS policies
• Process cheques and requisitions for payment as necessary
• Assists with clinical trial registration and updates for UBC clinical trials.
• As the public face of the unit, the Grant Application Clerk, maintains a welcome, respectful environment in the reception area during office hour.
• Responds in a timely manner to in-person, phone and online inquiries from clients seeking ORS services.
• Offers front-line support and referrals as needed to visitors with research grants questions.
• Takes detailed and concise meeting minutes.
• Consequence of Error / Judgement
• In the performance of the position, the incumbent is granted a considerable degree of independence and latitude in exercising initiative and judgement. If mistakes were made, they would not be readily apparent but could have a major impact on the position, department or faculty member if not identified early in the process. 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 judgement could have a significant impact on the incumbent s 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. Information and advice given to faculty regarding grants and the application process must be of the highest quality and accuracy. The incumbent works under well-established departmental or university policies, guidelines or regulations or the direction of the Research Awards Manager / Director of Research Services to carry out the responsibilities of the position.
• Supervision Received
• The incumbent will be supervised directly by the Research

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