Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 3 (Gr6)
VP Research & Innovation
Industry Liaison Office
Desired Start Date:
The UILO's mission is to maximize the global impact of UBC's research for the economic and social benefit of the University, and the people of British Columbia and Canada. Its mandate is to recognize innovation and excellence in the development and commercialization of technologies and to negotiate and maximize effective partnerships with industry, government and non-profit organizations. This position is responsible for providing senior level administrative support for both the Sponsored Research Group and Technology Transfer Group.
This position reports to the Manager, Clinical Research Agreements, providing regular coverage for UILO Receptionist during breaks. The incumbent also provides senior level support to the Contracts Officers and Managers of the Sponsored Research group, and acts as Assistant to the Associate Directors (10% of the time).
UILO Sponsored Research:
Assistant to ADs (10% of the time):
- Provides high level secretarial support to the Sponsored Research Group.
- Prepares legal contracts, including Collaborative Research Agreements, Service Contracts, and Material Transfer Agreements, and their associated amendments, using appropriate templates to conform to UBC policies and procedures in accordance to instructions from the file officers or managers.
- Liaises with UBC researchers to obtain the required documentation for contract preparation or review.
- Liaises with UBC researchers to complete certain grants.
- Opens all industry, government and non-profit paper and electronic files.
- Receives Industrial Postgraduate Scholarship (IPS) Agreements for signature.
- Maintains Clinical Trial files, including receiving agreements from the Affiliated Hospital locations, checking to ensure appropriate documentation was received, updating RiSE database, processing for signature, making up UILO files and returning to Hospital locations.
- Maintains Miscellaneous Agreement files, entering information into the RiSE database and filing.
- May be required to run errands on campus.
- Other related duties as required.
- Acts as a personal and confidential administrative assistant to the two UILO Vancouver Associate Directors.
- Screens incoming calls and materials, including requests for the Associate Directors' involvement in meetings and other speaking engagements. Responds to or refers matters for reply or additional information, and prioritizes items for the attention of Associate Directors.
- Schedules appointments and meetings, determining urgency and importance with a view to achieving optimum utilization of the Associate Director's available time.
- Maintains the Associate Directors' Outlook database: enters new contacts, keeps contacts and tasks current and reviews e-mail as requested during absences.
- Responsible for composing some correspondence and compiling data on sensitive issues as required.
- Reviews information from Inteum database on an as needed basis.
- Contacts senior officials both inside and outside the university to obtain and disclose information on sensitive issues and obtains required material for preparation of meetings, reports and memoranda.
- Maintains database of contacts to streamline large mail outs.
- Performs other related duties as required.
This position reports to the Manager, Clinical Research Agreements and receives direction on specific Sponsored Research tasks from the Officers and Managers of the Sponsored Research Group. The incumbent is expected to use initiative and independence on all projects.
This position has minimal supervisory responsibilities. On occasion directs work study students.
Consequence of Error/Judgement
The Sponsored Research Group manages $40 million in industry sponsored research and $80 million in government and non-profit sponsored research. Individual agreements vary in value from $500 to over $1 million. Poor judgement, errors in preparing legal documents could have adverse effect on the faculty members, the UILO, other University departments and the University or its Affiliated Hospitals.
Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on relationships with important clients, resulting in a loss to the University of potentially significant financial revenues.
High School graduation and 1 year post-secondary education. Training in administrative practices and office procedures. Training as a legal assistant preferred. 4 years related experience or the equivalent combination of education and experience. Ability to effectively use Microsoft Office 2013, including Outlook, MS Word, MS Excel, MS Access at an advanced level. Experience working with legal documents and legal terminology preferred. Knowledge of University policy and procedures, contractual language, and the negotiation process an asset. Knowledge of UILO and Affiliated Hospitals functions, procedures and policies an asset. Ability to communicate effectively verbally and in writing. Ability to exercise tact and discretion when handling sensitive or confidential matters. Ability to maintain high level of accuracy and close attention to detail. Ability to deal with a diversity of people in a calm, courteous, and effective manner both independently and in a team environment. Effective organizational skills. Ability to perform word processing at 60 words per minute. Ability to compose correspondence, reports, and other written materials using clear concise business English. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to operate a normal range job-related office equipment including multiline phone, fax machine, scanner and photocopier.
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.