Operations Coordinator, Mother Tree Project & Program

The University of British Columbia; British Columbia; On-site; CAD 60,000 - 80,000; Full time

Job summary

The University of British Columbia seeks an Operations Coordinator for the Mother Tree Project, focusing on operational support, HR coordination, and financial administration. This role enhances research activities and community engagement while integrating Indigenous knowledge systems.

Qualifications

• 4 years of related experience or equivalent education.
• Strong knowledge of UBC’s administrative processes.

Responsibilities

• Coordinates operational functions for the Mother Tree Project.
• Supports HR processes and compliance with policies.
• Manages budget preparation and financial tracking.

Skills

Organizational Skills

Problem Solving

Communication

Education

High School Graduation

Post-secondary Education

University Degree in Relevant Field

Job description

Operations Coordinator, Mother Tree Project & Program page is loaded

Operations Coordinator, Mother Tree Project & Program

Apply locations UBC Vancouver Campus time type Full time posted on Posted 2 Days Ago job requisition id JR20834 Staff - Union

Job Category

CUPE 2950

Job Profile

Job Title

Operations Coordinator, Mother Tree Project & Program

Department

Research | Simard Lab | Department of Forest and Conservation Sciences | Faculty of Forestry

Compensation Range

4,594.00 - $4,827.00 CAD Monthly

Posting End Date

May 13, 2025

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

Job End Date

At 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 Summary

The Mother Tree Project is a pioneering research initiative led by Dr. Suzanne Simard that explores how trees are connected through underground fungal networks—known as mycorrhizal networks—and how these connections influence forest health, resilience, and regeneration. By studying the role of “Mother Trees,” which are large, central trees that nurture seedlings and facilitate communication among surrounding trees, the project aims to inform more ecologically sound and regenerative forestry practices. Situated in British Columbia’s forests, the program works at the intersection of scientific research, Indigenous knowledge, and community outreach to address the pressing challenges of biodiversity loss and climate change.

The Operations Coordinator supports the day-to-day administration of the Mother Tree Project and Program, facilitating efficient procedures across research activities, funding administration, and community engagement. This role coordinates a wide range of operational functions to ensure consistency, compliance, and streamlined processes within a dynamic research environment. The position also supports the integration of Indigenous knowledge systems and equity-based practices across program operations.

Organizational Status

Reports to Dr. Suzanne Simard and Steph Troughton. Works in close coordination with other staff, faculty, and internal units including the Faculty of Forestry, Research Finance, and Departmental Administration.

Work Performed

Operational Coordination

• Coordinates the development and maintenance of internal systems (e.g., project management tools, documentation libraries) to support research, outreach, and funding activities.
• Implements and maintains clear processes for remote collaboration, including organizing procedural documentation, naming conventions, and internal communication workflows.
• Acts as the central point of contact for administrative communication between the Mother Tree team and internal / external stakeholders (e.g., UBC units, granting agencies, donors).
• Facilitates collaboration with the Faculty’s Development and Engagement team by exchanging updates on fundraising prospects and coordinating follow-up activities.
• Maintains schedules, meeting logistics, and records to support team operations and planning.

Human Resources Coordination

• Coordinates HR processes such as job postings, appointment paperwork, onboarding / offboarding, and routine evaluations.
• Supports compliance with UBC’s HR policies, collective agreements, and EDI principles by preparing documentation, tracking status, and flagging discrepancies.
• Identifies training and development opportunities, and supports logistical arrangements for participation in relevant workshops or courses.
• Maintains safety protocols and documentation, coordinates required certifications, and acts as the primary contact for safety-related inquiries.
• Works with the departmental safety contacts and Faculty’s Safety Committee to ensure ongoing compliance and readiness for inspections or incidents.

Finance and Grant Administration

• Coordinates budget preparation and review processes in collaboration with the Research Manager and Departmental Administrator.
• Tracks expenditures, processes transactions, and reconciles financial records for grants, donations, and general operating funds.
• Prepares and submits documentation required for grant applications, financial reporting, and compliance purposes.
• Monitors timelines for grant deliverables and reporting requirements, and maintains centralized systems to ensure accurate and timely submissions.
• Facilitates communications with UBC Finance, ORS, UILO, and other administrative offices to address inquiries and ensure alignment with university processes.

Other Duties

• Coordinates special events and internal initiatives as needed.
• Responds to confidential inquiries and provides information related to policies, procedures, and program operations.
• Completes other administrative duties appropriate to the scope and level of the position.

Consequence of Error / Judgement

The Operations Coordinator plays a critical role in ensuring the Mother Tree Project and Program meet their operational objectives. Errors in judgment, poor coordination, or failure to maintain compliance with HR, financial, or safety policies may result in project delays, funding issues, or compromised research quality.

Supervision Received

The position is supervised by Dr. Suzanne Simard and Steph Troughton. Staff are empowered to execute responsibilities independently within assigned areas.

Supervision Given

Supervise Lower classified positions within the team CUPE staff and students of 1.0 FTE.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four 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

• A university degree in a relevant field (e.g., Business Administration, Organizational Management, Environmental Science) preferred.
• Strong knowledge of UBC’s administrative, HR, financial, and operational processes, including collective agreements and EDI principles.
• Proven organizational and problem-solving skills, with the ability to manage complex workflows and stakeholder relationships.
• Ability to prioritize and manage multiple responsibilities in a dynamic, fast-paced environment.
• Ability to stay flexible and adapt to rapidly changing work tasks and priorities, recognizing that requirements can shift frequently to meet evolving project and program needs.
• Proactive approach to identifying and resolving conflicting priorities.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

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, and / or Indigenous person.

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

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [emailprotected] .