Grants Awards Officer

Job Summary

The Grants Awards Officer administers a large portfolio of unrestricted and restricted grant accounts for sponsored research while providing support to ORS Management and Officers as needed.

In the post-award cycle, this position is required to create and amend research Grants using RISe and Workday, abiding by Sponsor and UBC’s ethical, conflict of interest and financial compliance requirements.

This position will also generate regular reports for use by Management in addition to tracking key performance Indicators.

Other responsibilities include following up with researchers and administrators on annual compliance renewals, grant application processing, audit-requested items and performing regular updates to RISe’s foundation data.

Organizational Status

Reports to the Research Manager. Liaises with researchers, administrators, other universities and agencies / institutions on a regular basis.

Assists other ORS staff as required.

Work Performed

1. Administers a large portfolio of unrestricted and restricted grant accounts for sponsored and internal research projects.

Coordinate work processes with UBC departmental and faculty units and establish priorities.

2. Interprets funding agency & university policies to ensure compliance with administration & use of funds. Resolve complex issues relating to new funding programs and liaise with funding agencies as needed.

3. Receive internal and restricted grant award letters and correspondence for input into the RISe database; review information to identify relevant file and take appropriate action.

4. Create and amends research Grants using RISe and Workday, abiding by Sponsor and UBC’s ethical, conflict of interest and financial compliance requirements.

5. Following up with researchers and administrators on annual compliance renewals, audit-requested items.

6. Interprets and navigates RISe and Workday grant and financial information for UBC faculty and staff.

7. Runs periodic and ad hoc queries to generate reports for use by ORS Management and Officers on Workday and RISe.

8. Prepares budgetary reports and provides to ORS Management and departments.

9. Handles budgetary and cash inquiries from departments and takes necessary actions (such as budget adjustments) to resolve them.

10. Reconciles and analyzes research accounts to ensure budget accuracy, takes corrective action to resolve budget and cash variances.

11. Track KPI data on behalf of the other ORS Management and Officers.

12. Supports grant application processing as needed during peak periods.

13. Coordinates and provides training and support for faculty and staff on finance and compliance related policies and procedures.

14. Performs other duties commensurate with the qualifications of the position as & when required (eg. Authoritative source of information on RISe, Workday research dashboard, campus-wide coordination and distribution of communications related to RSS and ORS, updating databases, websites, etc.).

Consequence of Error / Judgement

Non-compliance with 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.

Incorrect interpretation of Sponsoring Agency and University policy provided to faculty could result in non-compliance with sponsoring agency terms on the use of funds.

Errors in the establishment of research accounts and budgets in the Workday could create significant financial liability for the University.

Supervision Received

Works independently under general supervision .

Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation .

Job tasks are generally standardized with ability to choose action within limits defined by standard / accepted data, information and procedures.

Reports to the Research Manager.

Supervision Given

Formally trains new staff and students on work procedures. Oversees work of students and temporary staff.

Minimum Qualifications

High school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related 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

Related research administration and office experience or UBC experience preferred.

Completion of Workday training modules focused on Finance and HCM.

Working knowledge of UBC RISe system.

Working knowledge of University research and finance Policies.

Ability to identify and correct missing and incomplete data.

Ability to enter, retrieve, correct, and interpret data in financial management system.

Ability to effectively use Word, Excel, Access, Outlook, HTML using Drupal CMS at an intermediate level and RISe preferred.

Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.

Ability to prioritize and work effectively under pressure to meet deadlines in a high-volume and dynamic environment.

Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job.

Ability to locate required information using a variety of methods (e.g. online information sources, SOPs).

Good organizational skills

Good oral and written communication skills.

Ability to type 40 w.p.m.

Ability to maintain accuracy and attention to detail.