Grant Application Clerk

Overview

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 Ongoing

At 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 :

Grant / Contract Award Processing

Assist the Research Awards Manager in all aspects of Grant / Contract Award processing including :

Website and Research Information Service (RISe)

Transfer Agreements

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 Awards Manager and Director of Research Services as required, however, it is expected that the position will operate generally in an independent manner with the individual taking responsibility for their own control, review and monitoring of accuracy and quality of work. This will require the individual to be thoroughly informed on all matters relating to the regulations, guidelines and processing of applications and grant awards. Therefore, instructions would be received only on new and unusual problems requiring policy decisions.

The incumbent must possess a considerable amount of initiative and judgement in managing workload demands under pressure to meet deadlines. The incumbent must also maintain individual responsibility for organizing and communication of information relating to all grant applications, awards and forms inventories.

Supervision Given

None. The incumbent may also explain work procedures to junior employees who function in related areas.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Training in bookkeeping and office procedures and practices. Actively pursuing or completion of the Certificate in Research Administration (CARA). UBC US Financial Conflict of Interest training certificates. Relevant UBC experience. Ability to effectively use Word, Excel, Access, Outlook, HTML using Drupal CMS at an intermediate level and RISe preferred.

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