Research Administrative Assistant

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Hospital Site

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 2 (Gr3)

Business Title:
Research Administrative Assistant

Faculty of Medicine

Cardiology Division

$42,732.00 (Annual)

Full/Part Time:

Desired Start Date:

Job End Date:
Possibility of Extension:


Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

The Research Administration Assistant will provide research and administrative support to the Cardiovascular Research Program. This position is responsible for the smooth running of the day-to-day operations of the program.

Organizational Status

The Research Administrative Assistant will report to the Director of Research Operations. Will work closely with other staff to fulfill the operational requirements of the research group.

Work Performed

  • Responds to routine, oral and email inquiry
  • Provides administrative support to the Clinical Director and Director of Research Operations by scheduling meetings and appointments, prioritizing incoming scheduling requests, rescheduling meetings as needed, and identifying and communicating high priority requests
  • Assists Finance Manager in preparing requisitions for payment, travel claims, and credit card payments, and updating account tracking logs and other required documentation for active research projects.
  • Assists with research grant application activities, such as preparing grant application packages, updating investigators' CVs, and collecting required documents from investigators.
  • Schedules research participants' baseline, procedures and follow up visits.
  • Data entry of case report forms into database
  • Provides support to Project Manager and Coordinators in various functions as required.
  • Edits, conducts literature search, source stories and photos, write standard content for the research newsletter
  • Assist in updating research related content on CCI website & social media platforms
  • Supports research meetings by performing duties such as coordinating schedules, booking rooms and setting up videoconferencing facilities
  • Assists with additional tasks as assigned by the Director of Research Operations
Supervision Received

Work closely with the Director, Research Operations and Finance and Administration Manager. Works with general direction and supervision from the management team, as part of a collaborative team. This individual will be expected to work independently in accordance with established objectives; and exercise initiative and judgment in performing all work related functions.

Supervision Given

Explains procedures to new or inexperienced research staff.

Consequence of Error/Judgement

The incumbent must be able to work independently and within a team and exercise considerable judgment on a daily basis. Errors in performance of the above-related duties could have a significant impact on research projects. There are time sensitive matters with deadlines that must be met in the office and missing such deadlines could have negative effects on faculty and opportunities being pursued, poor internal and external relations. A high degree of accuracy, a thorough understanding of policies and practices, the ability to anticipate, investigate and resolve problems, and the ability to meet conflicting demands are expected.


High School graduation and one year of related training. Experience in research administrative role and training in office procedures and practices. Ability to effectively use Microsoft Office Program at an intermediate level (e.g., Outlook, MS Word, MS Excel), and related electronic platforms like Doodle Poll. Ability to communicate effectively verbally and in writing. Ability to communicate in a clear, attentive, and polite manner. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Highly effective interpersonal and organizational skills. Ability to operate job-related equipment (e.g., fax machine, photocopier). Ability to maintain accuracy and attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. 2 years of related experience or the equivalent combination of education and experience.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.