Manager, Research Operations

Job Summary

This position provides comprehensive guidance for efficient administration and organization of the Office of Research within the Faculty of Medicine (FoM), including coordinating responses to issues and complex requests, preparing reports and briefs for the Vice Dean, Research, Senior Director, Research, and/or Associate Director, Research Programs and Administration, and managing staff responsible for coordinating the duties of the Office of Research.

The Manager, Research Operations is responsible for the operations of the Faculty of Medicine's Research Office including managing and promoting research activity including providing input into the research administration of the UBC Faculty of Medicine. Working in under the broad direction of the Associate Director, Research Programs and Administration to provide senior management leadership for operationalizing strategic plan initiatives and objectives. This position will be responsible for the planning, management and the coordination of support for all research related resources for faculty members in the Faculty.

Through the acquisition of information from multiple sources, organizations and agencies he/she makes recommendations and provides guidance on issues of research policy, procedures, regulatory guidelines, in addition to the local, provincial and federal research funding policies.

Working closely with senior administration within the Faculty of Medicine offices (Research, Education, Departments, Schools, Centres, and Institutes), this position is responsible for a wide variety of initiatives to ensure the work of the Office of Research can be carried out efficiently and

effectively. This position collaborates with the Associate Director, Research Programs and Administration in conceptualizing, strategizing and implementing a collaborative planning approach collegiately for areas that impact across the Faculty of Medicine and UBC. This role will continue to evolve and the individual must be willing to respond to the given priorities of the day and be willing to work cooperatively in a challenging and dynamic environment.

This position is primarily located at the Point Grey campus, but may also work from alternate locations.

Organizational Status
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Work Performed

Research Administration:

• Manages reviews and searches of UBC Senate approved and FoM Research Centres and Institutes
• Create, modify, and operationalize the guidelines and procedures for the creation, decommissioning and overall governance structure of Research Centres and Institutes under the FoM Office of Research portfolio
• Provides administrative support to Research Centres and Institute senior administrators in improving operation by identifying gaps and providing resources.
• Oversee faculty awards and funding initiatives (i.e., NRA, Seminar Series Funding, New Faculty Research Award)
• Oversee FoM processes for Faculty research funding applications (i.e., CIHR, NSERC, NFRF, MSHRBC)
• Oversee student research and education funding programs and initiatives (i.e., SSRP, MRPM, Travel Awards Statistical Assistance Program).
• Act as a faculty reviewer on behalf of FoM leadership to oversee the UBC Medical Journal (UBCMJ) to ensure its compliance with FoM and UBC policies and requirements.
• Manages the evaluation and review of existing programs, closely collaborating with the Associate Director, Research Programs and Administration to make recommendations, and implementing new processes for academics and/or senior administrators, to improve and implement research programs as required.
• Research, assemble and present reports to Leadership for discussion with the UBC and Faculty Executives regarding progress towards plan initiatives and actions.
• Develop and implement research-related policies and best practices within FoM as appropriate in line with ethical and regulatory standards for research and compliance with UBC guidelines.
• Provides recommendations to the Associate Director, Research Programs and Administration in advising senior leadership, draft business plans for new projects, and identify project opportunities
• Liaise with key stakeholders and provide leadership, guidance and direction to required teams and committees
• Holds responsibility for implementing operational change initiatives, including, but not limited to, improving the overall operational practices, policies and procedures.
• Provide Leadership with information and analysis in response to ad hoc inquiries from stakeholders.
• Build relationships with academic and administrative units across UBC, nationally and internationally to understand operational issues and challenges
• Prepare key documents including internal and external reports.

Human Resource and Finance:

• Manage staff and students within the Office of Research involved with research administration, ensuring equity and compliance with employment agreements.
• With direction from the Associate Director, Research Programs and Administration, oversee opportunities for staff development.
• Liaise with FoM Finance staff and other UBC Finance personnel to prepare budgets and provide support on finance matters.
• Ensure training needs are identified and training opportunities are made available.

Other:

• Interpret University, Faculty, and partner institution policies and procedures; develops and implements policies and procedures in alignment with these and to meet goals and objectives in consideration of relevant internal and external requirements.
• Participate in various committees and working groups, as a representative on behalf of FoM Office of Research, contributing towards goals and objectives.
• Exercise considerable judgment and decision making in administration and human resource management.
• Act on behalf of the Office as Research as delegated/requested by the Associate Director, Research Programs and Administration.
• Provide general day-to-day support, as required, to the Associate Director, Research Programs and Administration.
• Contribute to the overall success of the Office of Research by performing other duties as required.

Consequence of Error/Judgement
The incumbent is responsible for exercising professional judgement to support the overall management of research in FoM. Errors in accuracy, judgement, tact, and poor decisions could delay the timely completion of projects, be damaging to the reputation, and cause financial loss to the faculty member, Department, Faculty and UBC.

Supervision Received
The incumbent reports to and receives broad directions from the Associate Director, Research Programs and Administration.

Supervision Given
This position directly supervises and provides direction to staff and students within the Office of Research involved with research administration.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the 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

A MSc/PhD in a relevant discipline including the biological, biomedical, health, or social sciences is strongly preferred. Experience in an administrative role managing complex relationships, preferably in a University environment or other large organization is also desirable. Knowledge and experience in organizational governance. Strong project management skills as well as the ability to influence at all levels in an academic environment. Knowledge of University and Affiliated Hospitals policy and procedures relating to research, intellectual property and the execution of contractual agreements. Proven ability assessing opportunities in a variety of science and technical disciplines. Excellent research, analytical, negotiation, partnership development, project management, organizational and interpersonal skills. Ability to deal tactfully with a diversity of people in a calm, courteous, and effective manner. Excellent oral and written communication skills. Mastery of English grammar and punctuation is essential, with the ability to read health research text analytically and critically, and make substantive editorial recommendations to improve readability, clarity and impact. Superior writing and effective translation of complex scientific information into clear and succinct language for a broader audience is essential. Creative problem solving and decision-making; mentorship abilities. Computer competency with knowledge of spreadsheet, database, and word processing applications.

Demonstrated experience in UBC financial, human resources and communications management is an asset. Proven ability to successfully recruit, mentor, manage, discipline and terminate staff. Proven ability to work with or direct and lead a team. Ability to work at the highest strategic levels, to gain and maintain the respect of senior administration and also to take strategy and move it through to tactics and action. Ability to deal with senior University Officers and external stakeholders in a manner which facilitates cooperation and consensus building. Ability to be comfortable, credible and persuasive within academic, government or business environments; ability to initiate, build and nurture academic and research partnerships. Demonstrated effective leadership, motivational and planning abilities. Demonstrated ability to work collaboratively and interact with empathy, understanding, and humility with people from diverse backgrounds and with diverse identities, perspectives, and behaviors. Excellent political acuity, tact, judgment and discretion. Ability to interpret and evaluate policy and procedural requirements. Must be highly self-motivated and sustain a high degree of initiative. Proven ability to analyze, prioritize and work effectively under pressure to meet deadlines. Proven judgment and decision-making skills, particularly in areas where there are no established policies or guidelines. Ability to take initiative, manage effectively and meet goals in a complex environment. Ability to foresee, prevent and resolve conflicts and other problems. Ability to work a flexible schedule including early morning and evening meetings/events as required. 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.