Grants Clerk

Staff - Union Job Category BCGEU Okanagan Support Staff Job ProfileBCGEU OK Salaried - Support Services Assistant I Job Title Grants Clerk Department UBCO | Research Compliance and Administration | Vice Principal Research Office Compensation Range $4,386.00 - $5,024.00 CAD Monthly Posting End Date February 4, 2026

Note : Applications will be accepted until 11 : 59 PM on the Posting End Date.

Job End Date

April 30, 2027

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

This position provides complex and confidential research administrative support within the Office of the Vice-Principal Research and Innovation (OVPRI). As part of the Research Services team, the position provides pre and post award research grant application administration. This position requires a high level of independent judgement, initiative and problem-solving skills.

This position will be responsible for receiving and processing research grant applications, including entering, updating and maintaining the RISe database prior to submission and post- award. This position will provide comprehensive services and authoritative information to faculty researchers regarding research policies, including indirect costs, guidelines and deadlines for research grant applications. This position works closely and collaboratively with the Grants Administrator.

This position will be responsible for research service-focused communications such as research bulletins, grants calendar and promotion in consultation with Research Development Officers / Support Specialist(s) staff and the OVPRI Communications Manager . This position will also work closely with Research Development Officers / Support Specialist(s) staff to organize research related presentations, workshops, and special events as required.

This position will also provide research administrative support for the Manager, Research Administration and Compliance.

Organizational Status

This position reports to the Manager, Administration and Compliance, and liaises with academic and administrative offices, government agencies, granting agencies, faculty, students, staff, and the general public to provide information on research processes and procedures.

Duties :

Pre-Award Grants Administration

• Reviews and verifies compliance to internal procedures and verify processing requirements for all grant applications and supporting documents; inputs and maintains pre-award research records in UBC’s Researcher Information System (RISe); records and inputs data in Funding Application Summary (FAS)
• Completes Tri-council and other Agency documentation with researcher in concert with UBC Okanagan and UBC Vancouver research service colleagues
• Maintains knowledge of research programs, application deadlines and procedures, and provides advice and guidance to faculty and staff on submission requirements, deadlines and grant processes
• Provides information regarding external funding agency deadlines, policies, application requirements and detailed information on application guidelines and forms.

Post-Award Grants Administration

Communications and Research Services Events support

Administrative support :

Consequence of Error / Judgement

This position is expected to exercise judgement and initiative in handling matters of both routine and non-routine nature; discretion in dealing with confidential and sensitive information is essential and must be handled with professional maturity. Errors in judgment could have a significant impact on the incumbent’ s ability to carry out the role effectively and could have adverse consequences on continued positive relationships with faculty and staff.

This position has significant influence on the quality and effectiveness of the services provided by the Research Services team. Timely, accurate and high-quality information on research grants and applications is absolutely essential to effectively support faculty applications for research funding. Detail errors or incorrect decisions could result in direct costs, lost opportunities, embarrassment to the University and the inability of the Research Services team to fulfill its mandate.

Non-compliance with contractual terms and / or 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. Branding UBC as a non-compliant institution would have a profound effect on the public credibility of UBC and the careers of UBC researchers. It would diminish its ability to undertake human subject research and to attract students, faculty, staff and revenue (research grants, endowments, matching funds etc.).

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 judgment 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. Communications, information and advice given to faculty regarding grants and the application process must be of the highest quality and accuracy.

Supervision Received

Reports to the Manager, Administration and Compliance.

Supervision Given

This position has no supervisory responsibilities.

Qualifications

Minimum Qualifications

Preferred Qualifications

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