Awards & Administrative Assistant Job at University of British Columbia in Vancouver, BC

Job Description

Job Posting

Job ID:

Vancouver – Point Grey Campus

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

Job Category:
CUPE 2950 Grad Student Support

Classification Title:
Grad Student Support 3 (Gr8)

Business Title:
Awards & Administrative Assistant

Faculty of Medicine

Fac Med Research Office

$48,672.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

This position works within the Office of Research, as well as the Postdoctoral Education (GPE) Office, in the Faculty of Medicine (FoM), and is responsible for complex administration and overall tracking of merit-based undergraduate, graduate student and postdoctoral fellow (PDF), faculty research awards and scholarships.

Specifically, this position supports the structural elements of all FoM graduate and post-doctoral research award competitions, organizes the recommendation of annual award funding, and is also responsible for related communication activities, and general administrative support to various portfolios in the Office of Research and GPE Office.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty is comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members and is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

Work Performed

Administration of Funding and Award Competitions 60%

Coordinates and oversees all aspects of the research funding and awards processes within the Office of Research and GPE Office, in relation to the following competitions and awards:

  • MD Travel Awards,
  • MD Research Scholarships
  • FoM Graduate Student Awards
  • Roman M. Babicki Fellowship in Medical Research
  • Elizabeth C. Watters Research Fellowship
  • Laurel L. Watters Research Fellowship
  • Killam Graduate TA Teaching Awards
  • Killam Postdoctoral Fellow Research Prize
  • Bluma Tischler Postdoctoral Fellowship
  • Faculty of Medicine – PDFO Travel Awards
  • Governor General’s Gold Medal
  • Graduate Student Collaboration Fund
  • Statistics Assistance Program
  • Margolese Brain Disorders Prize
  • Margolese Heart Disorders Prize
  • Dr. Chew Wei Prize in Cancer Research
  • Distinguished Researcher Award
  • New Faculty Research Award
  • Canada Research Chairs Competition

Provides input into award administration policy and develops and implements related administrative procedures.

Revises existing and creates new award forms based on program changes and feedback from adjudicators, faculty and students.

Administers the work flow of award competitions including establishing work schedule and priorities, deadlines, adjudication dates and all committee meeting related details.

Responds to complex queries from faculty, staff and students for concurrent internal and external award competitions, of which each will have different criteria. This requires in-depth knowledge of established internal and external policies, the UBC Calendar, and also requires interpretation of complex eligibility rules.

Determines eligibility of submitted award applications based on detailed review of documentation with a wide variety of grading standards;

Advises applicants regarding incomplete or ineligible applications.

Prepares and distributes award files for adjudication. Creates a variety of tracking and evaluation spreadsheets for use by the Office of Research, the GPE Office, award adjudication committees and other staff.

Writes formal notification letters to award winners, including detailed instructions for receiving funding and responsibilities required to ensure continuation of funds;

Writes formal regrets to unsuccessful applicants. This requires a thorough knowledge of award eligibility policies, and an ability to communicate tactfully and with empathy. Makes recommendations for improving success in future award competitions.

Is responsible for ensuring that all new award assignments are activated and assigned accurately and that multi-year awards for continuing students are triggered at the appropriate time. This requires monitoring of academic progress and completion of other academic milestones.

Addresses any award payment issues, including changes in award holder status that may affect payment eligibility (e.g. leaves of absence), and adjustments to funding amounts; undertakes detailed review of students’ academic and award records and liaises with relevant internal offices and external agencies to resolve new or unusual cases.

General Administration 40%

Provide clerical support to portfolios within the Office of Research and GPE Office, including scheduling of meetings, taking of minutes, and general communications support.

Provide information and respond to complex inquiries and requests (from UBC faculty, staff, students, prospective students, other universities and external funding agencies) on the telephone, via mail, e-mail and on general information and specific complex questions regarding merit-based awards, based on established internal and external awards policies.

Prepare Awards correspondence, announcements, and other documents, and provides general clerical support such as photocopying and bulk mailing; sort and distribute Awards mail.

Maintain Awards filing systems.

Perform any other related duties as required.

Supervision Received

Works under the supervision of the Senior Manager, Research in the Office of Research and under the overall direction of the Senior Director, Research, and the Associate Dean, GPE. May also receive general direction from the various coordinators in the Office of Research and the GPE Office.

Supervision Given

Supervises and trains student work-learn assistants, and assists with the training of new clerical and temporary staff.

Consequence of Error/Judgement

This position has responsibility to maintain a detailed understanding of complex awards policies and procedures, both those of UBC and those of multiple external agencies, in order to provide accurate information to faculty, staff and students and in order to make frequent evaluations regarding students’ eligibility to apply for and receive award funding.

Errors could seriously impact the academic progress and financial situation of individual graduate students and postdoctoral fellows, as well as the Faculty’s ability to effectively manage its graduate and research programs. Incorrect advice to prospective students or errors in award procedures could adversely affect the reputation of the Faculty and University, and also result in students missing scholarship opportunities, overpayments, deficits or inappropriate charges being made to funding which must be covered using program funds.


High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Knowledge of UBC policies and procedures related to Awards, Scholarships and finance (travel) preferred. Some knowledge of Scholarships and Awards adjudication process preferred. Knowledge of NSERC/SSHRC/CIHR and University Graduate Awards policies an asset. Computer experience required (Word, Excel, Access, SIS, electronic mail and electronic calendaring applications preferred). Excellent verbal and written communication skills. Ability to use word processing, spreadsheet, database, internet, electronic mail and electronic calendaring applications at an intermediate level. Ability to type 50 w.p.m. and to operate a normal range of office equipment. Ability to prioritize and work effectively under pressure to meet extremely tight and inflexible deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to work effectively independently and in a team environment.


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.

About Company

Company: University of British Columbia

Company Location:  Vancouver, BC

Job Category:

About University of British Columbia