Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6)Job Title Research Grants AssistantDepartment Research Grants Support | Research Facilitation Support | Dean of Arts OfficeCompensation Range $4,449.00 - $4,676.00 CAD MonthlyPosting End Date April 22, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date OngoingAt 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 Description SummaryThe Faculty of Arts Research Grants Assistant provides administrative and financial support to the Faculty of Arts. The incumbent provides high-level administrative support to the Director, Research Development and Associate Dean, Research. This position provides authoritative information to a variety of stakeholders on grant application opportunities and processes and entails detailed knowledge of granting agency policies and UBC policies and procedures. Major responsibilities include reviewing and supporting grant application processes, implementing and monitoring programs as directed by management and seeing programs through to completion, and generating emails, letters and reports as appropriate.Organizational StatusThis position reports directly to the Foundation Grants Facilitator. The incumbent also works closely with and receives direction from the Associate Dean, Research, and Director, Research Development. The Assistant interacts frequently with faculty members, students, and staff in the Faculty of Arts. Communicates directly with the Office of Research Services (ORS), University-Industry Liaison Office (UILO), and Research Finance at UBC.Work PerformedAdministration:Compiles and disseminates timely information for faculty-wide distribution including funding agency and prizes and awards opportunities and deadlines, grant workshops and information sessions, and university policies and procedures.Provides ongoing support in the management of internal grant programs through their entire lifecycle by:Confirming researchers eligibility to apply to grant programsReviewing, maintaining and updating application forms and guidelinesProviding assistance to researchers on administrative processes and adjudication criteriaAssisting with the recruitment of adjudication review committee membersLiaising with researchers, review committee, committee chair and ORSPreparing and distributing award lettersProviding assistance to researchers on post-award administrative processesMaintains and updates the Dean of Arts research website including creating new content, ensuring information is accurate and up-to-date.Coordinates with and provides information to Arts Communications regarding research grant-related announcements and activities.Facilitates the submission process for external grant applications including obtaining authorizing signatures and forwarding to ORS.Maintains online proposal and funding records, and prepares scheduled and special reports, studies and analyses.Assists with the development of online research support tools and resources.Provides support to schedule and coordinate research events; secures locations, arranges catering, ensures IT requirements are met, informs, reminds attendees and tracks attendance, prepares and circulates agendas, takes detailed and concise minutes; drafts, reviews and distributes minutes, prepares reports and presentation materials.Finance:Reviews grant application budget proposals and funding requests for compliance with university policy and funding agency guidelines.Creates and maintains spreadsheets for tracking various projects (competition results, research funding statistics).Provides support to researchers preparing research grant budgets by tracking and following up on quotes for research infrastructure.Other Administrative Duties:Responds to a range of oral and written inquiries of a general nature, and forwards these as appropriate.Participates and/or assists in special projects, and performs associated administrative duties, as assigned; may provide functional direction to Work Learn students on assigned work.Provides back-up support to the Research Centres Assistant and other members of the Arts Research Team when required.Performs other duties as assigned.Consequence of Error/JudgementThis position provides high-level assistance to faculty and requires mature decision-making based on an in-depth knowledge of UBC policy and sponsoring agency guidelines. The work requires high levels of tact, discretion and accuracy. Incorrect interpretation of sponsoring agency and University policy provided to faculty will result in non-compliance with sponsoring agency terms on the use of funds. The impact of decisions and consequence of error is significant. Incorrect advice on grant application procedures and deadlines can derail a submission for at least a year, possibly longer. Advice provided in terms of completing application forms can also influence success.Supervision ReceivedReports to the Foundation Grants Facilitator. Receives additional direction and tasks from the Director, Research Development.Supervision GivenThe incumbent may from time to time recruit and supervise 1 - 2 work learn students.Minimum QualificationsHigh School graduation and 1 year post-secondary education. 4 years related experience or the 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 inclusionPreferred QualificationsExercises initiative, tact, and judgment in handling inquiries of routine and non-routine nature.Works with conflicting demands and independently determines priorities.Respects confidentiality of highly sensitive information.Working knowledge of University policy.Ability to anticipate problems and issues and plan ahead.Ability to be thorough, accurate, and have a high level of attention to detail.Ability to identify and correct missing and incomplete data.Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).Ability to effectively manage multiple tasks and priorities within required timelines.Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.Ability to effectively use MS Word and Excel at an advanced level.Hands-on experience with Wordpress Content Management System would be an asset.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to exercise sound judgment.Ability to communicate effectively verbally and in writing.Ability to understand and apply policies, procedures, and instructions.Ability to assist clients in identifying appropriate courses of action.Ability to work effectively, independently and in a team environment.Ability to effectively train and supervise students.Ability to analyze problems, identify key information and issues, and effectively resolve.
