CFI/BCKDF Program Coordinator

Staff - Non Union

Job Category: M&P - AAPS

Job Profile: AAPS Salaried - Research and Facilitation, Level A

Job Title: CFI/BCKDF Program Coordinator

Department: Pre Award Support Team | Institutional Programs Office

Compensation Range: $5,365.42 - $7,709.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date: November 27, 2024

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

Job Summary:

UBC is a major research-intensive university in Canada, with an annual research budget of approximately $770 million. The Office of the Vice President Research & Innovation (VPRI) oversees UBC’s research infrastructure, strategy and international engagement. The Institutional Programs Office (IPO), an administrative unit of the VPRI portfolio, administers major federal and regional awards including Canada Foundations for Innovation (CFI), British Columbia Knowledge Development Fund (BCKDF), Canada First Research Excellence Fund (CFREF), Canada Excellence Research Chair (CERC), and Pacific Economic Development Canada programs, for all of UBC, including the UBC Okanagan Campus. The IPO provides both pre- and post-award support and services to UBC Faculty, including internal grant application review, budget development support, and post-award financial management support.

The CFI/BCKDF Program Coordinator manages pre-award administration related to the successful preparation, review, and submission of all CFI/BCKDF and other institutional grants supported by the Institutional Programs Office. The Coordinator will also manage some post-award activities following award decisions. Working with the CFI/BCKDF Program Officer, this position manages communications with current and prospective applicants and maintains various databases locally, including the IPO website, to facilitate the successful operations of the portfolio and increase funding success for UBC researchers.

As the IPO administers CFI/BCKDF and other institutional programs across both campuses, this position manages a unique and complex portfolio while working closely with the CFI/BCKDF Program Officer and CFI Advisor to ensure that all submitted applications best reflect UBC and its researchers.

Organizational Status: Reports directly to the CFI/BCKDF Program Officer and works closely with the IPO Associate Director and Senior Finance Manager and other IPO and the Office of the Vice President Research and Innovation (VPRI) team members. Interacts with faculty members and administrators of other departments and faculties, supports activities of the IPO, and other VPRI units.

Work Performed:

Program Advising

• Acts as a point of contact for the IPO. Triages and responds to inquiries from the research community including Departments, Faculties, and units supporting CFI projects such as Advanced Research Computing, Research Security, partner institutions, Financial Operations, Facilities Planning, Procurement, and affiliated hospitals.
• Advises on UBC’s internal process and CFI/BCKDF requirements for grant review, preparation, and submission.
• Works with the CFI/BCKDF Program Officer to analyze any changes to the CFI Policy and Program Guide, ensuring that these changes are communicated to staff and included in departmental policies and procedures.

CFI/BCKDF Grant Application Facilitation

• Manages progress of Notices of Intent (NOIs) and full application materials for internal review and submission to CFI and other funders, using various submission platforms, including the IPO website, email, VPRI Apply Platform, and the CFI CAMS system.
• Facilitates the completion and submission of CFI and BCKDF competition applications, including those for the John R. Evans Leaders Fund (JELF), the Innovation Fund (IF), John R. Evans Leaders Fund applications submitted with Canada Research Chair nominations and Tri-council grants (Partnership JELFs), collaborating with the Program Officer, IPO Finance Analysts, researchers, and UBC faculties. This includes liaising with researchers and faculties, ensuring confirmation of matching funds.
• Facilitates internal review, including sending invitations, proposals, and review instructions to internal reviewers/panels identified by the Program Officer and compiling feedback reports from review panel discussions.
• Conducts administrative reviews of CFI applications and BCKDF step 1 applications.
• Prepares summaries of proposals from each faculty for the respective Faculty Associate Dean of Research and coordinates Deans’ memos prior to BCKDF submission.
• Manages Access database that tracks UBC’s CFI projects (including equipment) throughout all stages including application, NOIs, full proposals, decision status, budget finalization, financial and progress reporting, and completion. Uses this database to create reports and statistics on institutional CFI award as required.
• Coordinates the annual project progress reporting process. This may include creating tracking sheets to sending email notifications, monitoring progress, sending reminders to Project Leaders, and communicating delays to Program Officer.

Program Communications Management

• Works with the CFI/BCKDF Program Officer to manage communications of CFI Program changes and announcements among the IPO, UBC faculties, and external agencies such as other educational and partner institutions and sponsors in the CFI funding application process. Coordinates CFI program updates, Multi-Institutional Projects, CFI reporting, and infrastructure tracking.

• Oversees and communicates complex internal timelines and processes for CFI/BCKDF programs including:
• Developing timelines for three JELF and BCKDF competition per year and communicating these and IPO procedures and expectations to the UBC Research Community.
• Working with CFI BCKDF Program Officer and Research Support Services Managing Director to develop and communicate process and timelines for each Innovation Fund competition to UBC researchers.
• Managing updates on the IPO website for each competition, including timelines, program information, internal processes, FAQs, and uploading information session materials, and proposals to IPO’s successful grants database.

• Communicates award results to IPO leadership, VPRI Leadership, Researchers, and Faculties for both CFI and BCKDF applications.

General Management

• Plan and facilitate events, such as internal review panel meeting, post-award workshops, information sessions, proposal development workshops, test your concept meetings. Manage potential conflicts of interest between attendees.
• Performing other related duties as required.

Consequence of Error/Judgement:

High degree of judgment and initiative is required to ensure accurate and appropriate actions in a variety of tasks. Maintaining and providing incomplete or inaccurate information could limit the IPO’s ability to effectively deliver support and services to researchers and faculties in a timely manner and thereby hinder UBC’s ability to compete effectively in CFI and BCKDF competitions.

Poor management could compromise the successful review process at the University and could result in damage to the reputation of the Institutional Programs Office, the VP Research and Innovation Office and the University.

Supervision Received: Performs duties independently, self-directed within broad goals and objectives developed in conjunction with the CFI/BCKDF Program Officer and IPO Associate Director, and assists the CFI Advisor with CFI-related tasks on a regular basis. Work is reviewed against task objectives and conformity to standards.

Supervision Given: Formally trains new IPO staff on work procedures including database management, IPO and University procedures. May explain IPO/VPRI-related procedures to new members of UBC staff and faculty.

Minimum Qualifications:

• Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or an 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 inclusion.

Preferred Qualifications:

• Extensive computer experience required (Microsoft Office Suite: Word; Excel, Access database and electronic mail (Outlook), Adobe Professional).
• Experience in and ability to learn content management systems (e.g. Drupal 10).
• Ability to prioritize; strong organizational skills and time management skills.
• Effective oral and written communication, as well as interpersonal skills.
• Ability to respond appropriately to a wide variety of questions in person, on phone, and in writing, and/or make appropriate referrals.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Proven multi-tasking skills; ability to work under pressure, to handle heavy volumes during peak periods, to meet demanding deadlines, and to work accurately with frequent interruptions.
• Ability to work well and effectively in teams.
• Ability to exercise tact and discretion.
• Ability to use good judgement.
• Ability to maintain accuracy and attention to detail.
• Ability to take and transcribe discussions on scientific and humanities research.
• Ability to create and accurately maintain records.
• Knowledge of Canada Foundation for Innovation and the British Columbia Knowledge Development Fund an asset.
• Knowledge of UBC and VPRI policies and structure an asset.
• Ability to work with minimal supervision.
• Demonstrated ability to efficiently and effectively solve problems.
• Able to work competently with University systems such as Workday.