Associate Director, Research Programs and Administration

Job Summary

This position leads in conceptualizing, strategizing and implementing a collaborative planning approach collegially for areas that impact the Faculty of Medicine (FoM) and UBC. This position is responsible for strategic planning in conjunction with Senior Leadership at FoM for all operations across research and academic sectors within the Faculty. The position is also responsible for leading the administration and operations of the Office of Research, oversee staff within the Office of Research, provide functional direction to the Graduate and Postdoctoral Education Office, and responsible for research-related resources for faculty members within the Faculty. The incumbent will work closely with the Vice Dean, Research, Senior Director, Research and across the other pillars (Education, Organization, Partnerships) within FoM to undertake special administrative initiatives as required.

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.

Our Vision: To Transform Health for Everyone

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

Reporting to the Senior Director, Research and Vice Dean, Research, the incumbent will bring operational and programmatic leadership, direction, and oversight on internal and external matters within FoM Office of Research. As a senior administrative member of the Office of Research, the incumbent will play a pivotal leadership role in the strategic development and management of FoM’s strategic initiatives.

The incumbent will be actively involved in the implementation of FoM’s strategic plan and work across pillars to seek alignment in the rollout of this refreshed plan.

Responsibilities include:

• Cultivate and manage strategic partnerships across the institution and external entities across many sectors that will advance FoM’s research priorities
• Provide leadership in the development and implementation of plans to support areas of research relevant to the needs of faculty members that are consistent with FoM’s academic mission
• Working closely with the Executive Director of CIEBH, manages projects and provides administrative leadership for the Hub
• Provides leadership and strategic direction to FoM’s research administration activities in collaboration with university administrators
• Provide operational leadership by participating in the implementation of strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes
• Leads and oversees the development and implementation of practices, policies, procedures and tools to ensure the effective, efficient management, accountability and reporting of the Office of Research
• Provides strategic leadership and guidance on the reviews and searches of UBC Senate approved and FoM centres and institutes
• Provides oversight on the operational work on guidelines and procedures for the creation, decommissioning and overall governance structure of centres and institutes under the FoM Office of Research portfolio
• Provides leadership for and participates in the development of organizational and systems change strategies that promote equity, anti-racism, and inclusive excellence across the Faculty and at UBC
• Develop unit goals, defines measures of progress, and leads teams in aligning their day-to-day activities with strategic priorities in support of the Office of Research’s and FoM’s vision, values and purpose. This includes leading and overseeing the development, implementation, evaluation, and reporting of progress on initiatives
• Liaise with key stakeholders and provide leadership, guidance and direction to required teams and committees
• Build business cases for continuous service improvement ideas, identify the impact to each unit with respect to change, evaluation of costs, desired outcomes and overall performance
• Build relationships with academic and administrative units across UBC, nationally and internationally to understand operational issues and challenges
• Collaborating closely with Faculty HR and academic unit heads, works closely with the Development and Alumni Engagement Office to lead discussions and develop fundraising opportunities for the creation of Chairs, honorifics and research proposals
• Seek and develop new collaborations nationally and internationally with partners in academia, industry and other sectors
• Work closely with research centre and institute Directors to understand and identify opportunities to support their goals and remove barriers
• Develops, implements, and manages faculty-wide initiatives in response to major funding calls
• Provide information and analysis in response to ad hoc inquiries from stakeholders
• Prepare key documents including internal and external reports
• Provides leadership in the establishment and management of a professional and collegial team dynamic and working environment.
• Oversees recruitment, training, supervision, performance review, mentorship, dispute resolution, staff development, training evaluation for all staff within the Office of Research and oversee HR-related matters for the Graduate and Postdoctoral Education Office
• Advises and serves on relevant staff and faculty committees for the purpose of providing strategic input
• Represent the Senior Director, Research on committees and working groups as appropriate
• 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 the Senior Director, Research. The position will have broad guidance from the Vice Dean, Research as well and keeps the Vice Dean, Research and Senior Director, Research apprised of research-related matters at UBC, and in FoM. They will interact closely with faculty members, Division Heads, Division Administrators and other senior research leadership, including FoM Office of Education, Faculty Affairs, Development and Alumni Engagement Office, Digital Solutions, and Office of Creative and Communications to address challenges with respect to research administration. Works with wide latitude on initiatives that align with FoM’s strategic plan. The incumbent will need to be comfortable working in an environment that requires flexibility and adaptability to respond to shifting and emerging priorities.

Supervision Given

This position directly supervises and provides direction to all staff within the Office of Research and will provide functional direction to the Graduate and Postdoctoral Education Office.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of seven years of related experience, or the equivalent combination of education and experience.

-Demonstrated ability to actively create and sustain respectful and inclusive environments. -Demonstrated ability to work collaboratively and interact with empathy, understanding, and humility with people from diverse backgrounds and with diverse identities, perspectives, and behaviours. -Commitment to upholding the Faculty of Medicine’s values of respect, integrity, compassion, collaboration, and equity.

Preferred Qualifications

Degree in Science and PhD preferred. Professional designation related to health/life sciences and experience with research. Specialized experience in leading, designing and implementing similar office and major organizational change initiatives.

Experience in HR management, office administration in a research area at UBC is preferred. The successful candidate must be proactive and capable of suggesting and effectively implementing alternatives to current people and process approaches, all aligned to the organization’s strategy and culture. A thorough understanding of the conduct of research obtained by experience in research management positions within a university or research focused agency. A published author and presenter preferred. Demonstrated leader, indicated by experience in research position and training related to leadership and academia. Excellent oral, written, communication and interpersonal skills. Ability to be poised, tactful and articulate when dealing with senior administrators, faculty, students, staff and members of the external community within UBC, the province, nationally and internationally. Proven track record in leading teams, working effectively with teams as well as working independently, superior analytical, problem-solving and organizational skills. Combination of working knowledge and experience in conducting research, directing research teams and supporting collaborative, multi-institutional research groups. Experience with strategic planning and project planning. Works with conflicting demands and independently determines priorities. Respects confidentiality of highly sensitive information. Ability to effectively manage multiple tasks and priorities. Detailed knowledge of UBC grant and ethics application preparation. Knowledge of research institutes and how they relate to each other and to UBC. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise sound judgement. Ability to exercise initiative, diplomacy, tact and discretion. Proficient and comfortable using a range of software for desktop publishing, website design and database/accounts administration, bibliographic programs and in a variety of operating systems. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to identify, obtain, and effectively manage organizational resources. Excellent written and verbal English are a must. Ability to work with others in a team environment. Ability to work independently with minimal supervision. 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.