INMD Research Administrator

Job Summary

As part of the Canadian Institutes of Health Research (CIHR) Institute of Nutrition, Metabolism and Diabetes (INMD) Team, the INMD Research Administrator – Finance will monitor, manage, and maintain Institute and event budgets, preparing quarterly budget projections and reports. The INMD Research Administrator – Finance will also lead Research Administration activities pertaining to CIHR policy, manage research data, providing research reports, and ensure operating procedures of research related activities are followed per CIHR policy with the guidance of the Associate Director.

This is a term position with the expected end date of December 31 2029

Organizational Status
This position works to support the operational planning for the INMD and works with the Associate Director to develop strategies that align with the Institute’s goals and objectives. This position also develops plans and executes INMD events and outreach opportunities to enhance the nature of the INMD’s work.

Work Performed

• Day-to-day financial management of research grants and prioritizing tasks based on importance and urgency. Managing, monitoring, and maintaining CIHR and Institute budgets; including preparing quarterly budget projections and reports under general direction of the Scientific Director and Associate Director.
• Managing study revenue, tracking, and invoicing in adherence with the sponsor’s terms and conditions.
• Monitoring expenditures, transferring funds, drafting and analyzing associated budget reports on operating expenses, and recommending reallocations.
• Working with research study teams to track project progress against the planned budget and identifying significant deviations in a timely manner.
• Ensures that expenditures presented to the Scientific Director for authorization are in accordance with CIHR policies.
• Audit project grants to ensure they are align with CIHR, University, and Department guidelines, policies and requirements. Identifies areas of concern and ensure corrective action is taken to ensure individual project grants commitments are maintained.
• Establishing procedures that meet the UBC and CIHR (Government of Canada) financial administrative requirements. Work with Assistant Director to ensure Institute operations reflect good business practices and generally accepted accounting principles and achieve compliance and adequate internal controls. Initiating improvements to procedures and practices to better meet financial and administrative needs of the Institute.
• Managing Material Transfer Agreements (MTA), Confidential Disclosure Agreements (CDA), Data Transfer Agreements (DTA), and other related negotiations between sponsors, research partners, and the University.
• Working with the Research Finance Manager, develops variance analyses of revenues and expenditures or other key financial indicators, identifying areas of concern and/or efficiencies. Identify needed corrective action and provide direction for required adjustments.
• Provide advice and guidance on areas of concern, ensure monthly / annual reporting requirements are planned for and fulfilled.
• Generating detailed financial reports for use by investigators to monitor finances and budgets.
• Reviews for monthly reconciliation of UBC Research Institute financial reports as well as prepares and assignment of Institute expenses in accordance with the Institute Support Grant. Responsible for preparing the Institute’s financial annual report for submission to the UBC Research Institute and the Scientific Director.
• Responds to inquiries from interest holders and internal and external financial monitoring teams

• Provide advice to researchers in developing and preparing funding and associated budgetary applications
• Act as a resource person to investigators, staff, and students in the interpretation of university federal agency’s policies, and exploring solutions for situations not covered by existing policies.
• Developing, evaluating, and implementing standard operating procedures that enhance the day-to-day functioning at CIHR Institute of Nutrition, Metabolism and Diabetes as an academic research unit.
• Implementing new policies and procedures that are developed by the management team.
• Collaborates with PI in administration of grant applications and strategic work plans
• Ensures ethical, research data management, and financial protocols are being implemented correctly and accurately
• Prepares, composes, edits, and proofreads reports and documents to be submitted by the Project Director and/or team for publication, academic proposals, grants, and presentations.
• Provide support and expertise to design, write, proof, disseminate, and maintain internal and external communications including community and partnership updates, website, posters, letters, memos, videos, social media posts, etc.
• Liaises with granting agencies on a variety of matters.
• Ensures timely notification of Principal Investigator and team of issues or problems.
• Responds to inquiries from researchers and community groups (incl. government) related to on-going projects.
• Assists with hiring of institute staff members, writing job descriptions, posting positions, and screening applicants.
• Coordinates and participates in research team meetings.

• Overseeing all event logistics (workshops, meetings, poster sessions, Café Scientifique), including work undertaken by the INMD Project Assistant
• Planning tasks include creating a Project Planner, in an effective and efficient manner under direction of INMD Associate Director and Scientific Director.
• Collaborating with the INMD Team and with approval from the Scientific Director, participates in the development and execution of INMD contracts with suppliers, consultants, and other service providers and inter-institute agreements with other CIHR Institutes.

Accountable to the INMD Associate Director and the Scientific Director, and able to assess and make recommendations regarding events and financial decisions related to institute operations.

Consequence of Error/Judgement
This position is responsible for a high degree of self-direction and is required to exercise superior judgment and performance in all areas. Effective management of INMD business is critical in order to maintain INMD’s financial and operational effectiveness, and reputation both within and outside the University community. The position has responsibility for managing a budget and has signing authority for most INMD accounts. Errors in budget and accounts management would result in serious financial consequences. Work requires a high level of diplomacy, confidentiality, and an understanding of the research environment.

Research granting agency regulations are varied and complex. Errors in budgeting, in reconciling expenditures, and in providing accurate data in a timely way could cause over-expenditures, having to return unspent money, or failing to meet Federal regulations could be damaging to university reputation and potentially reducing access to funding. Errors in interpretation of policy and practices or methods could negatively impact relations within the university and with granting agencies. Failing to ensure consistency in data entry procedures could result in audit problems.

Supervision Received
This position will report to the Scientific Director and the Associate Director

Supervision Given
This position will work collaboratively with the INMD Project Assistant and assign tasks as needed by the Scientific and Associate Director.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or an 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

• Bachelor of Business Administration or related field, or equivalent combination of education and experience required
• This role requires the ability to balance competing priorities under pressure and to deliver expected results on time.
• Ability to manage a diverse workload, multi-task and set priorities. The role requires a high level of organizational skills, project management and communication skills.
• Proficiency with Microsoft Office Suite and Adobe, ability to learn and navigate new computer programs.
• Proven experience in coordinating high level meetings and planning workshops and events.
• Experience working with a wide range of people from a variety of professional backgrounds and post-graduate experience.