Facility Coordinator

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

Job summary

A Canadian educational institution is hiring a Facility Coordinator responsible for coordinating operations of clinical research in neurology biomarkers. Candidates should have an undergraduate degree and experience in research coordination and grant administration. The role involves managing multiple projects and ensuring compliance with ethical standards. This is a great opportunity for those looking to grow into a managerial position in a supportive environment.

Qualifications

• Minimum of two years of related experience in clinical research coordination and grant administration.
• Experience with grant administration regulations and requirements.
• Ability to manage multiple projects independently.

Responsibilities

• Coordinate operations of laboratory medicine projects.
• Contribute to grant applications and reports.
• Manage clinical research ethics submissions.

Skills

Self-motivated

Excellent time management

Proactive communication

Attention to detail

Oral and written communication

Education

Undergraduate degree in a relevant discipline

Master’s degree in a relevant discipline

Tools

UBC Research Information Systems (RISe)

ROMEO Research Portal

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Research and Facilitation, Level A Job Title Facility Coordinator Department Wellington Laboratory | Department of Pathology and Laboratory Medicine | Faculty of Medicine 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 August 4, 2025

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

Job End Date

August 31, 2026

The anticipated start date for this position is September 1, 2025. The term is for one year with the possibility of extension.

In your application please include (1) a cover letter, and (2) a CV or resume.

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 Facility Coordinator for the UBC Core Facility for Neurology Biomarker Innovation (CFNBI; https://ubcneurologybiomarkercore.ca/) will be responsible for clinical research coordination and grant administration. CFNBI is seeking an outstanding, detail-oriented and self-motivated coordinator with demonstrated accomplishments in clinical research and grant administration to coordinate the operations of multiple laboratory medicine projects in the field of neurology blood biomarkers.

The advent of ultrasensitive immunoassay technologies is revolutionizing the field of neurology diagnostics and prognostication. The Wellington Laboratory is the first in Canada to operationalize several advanced immunoassay platforms to quantify brain-relevant proteins in blood samples. CFNBI leverages the success of Dr. Cheryl Wellington’s fluid biomarker research program at the Djavad Mowafaghian Centre for Brain Health. Following a recently approved Canada Foundation for Innovation John R. Evans Leaders Research Fund award to enable CFNBI to operate independently of Wellington’s laboratory, renovations at UBC Hospital will create a dedicated 1393 ft2 space for CFNBI dry and wet lab research and educational and knowledge mobilization activities. CFNBI is undertaking a wide variety of research studies on neurology blood biomarkers spanning analytical and clinical validation and supports the work of over 120 collaborators at the local, national and international levels.

CFNBI is seeking an experienced coordinator for a funded position with considerable growth potential into a managerial role. The successful applicant will be responsible for managing administrative and research facilitation functions required for clinical research projects, including contributing to grant applications, coordinating grant reporting, writing and amending clinical research ethics submissions, and overseeing and advising on research agreements (e.g., collaborative research agreements, data and/or material transfer agreements) for multiple time-sensitive and milestone-oriented projects.

CFNBI uses state-of-the-art technologies to detect a wide variety of protein biomarkers in blood and cerebrospinal fluid. These biomarkers, which reflect the complex dynamics of brain physiology, are under intense investigation as research tools and have considerable potential for clinical use to assist in screening, diagnosis, prognosis, and management of neurological disorders, including key roles in clinical trial design. CFNBI works collaboratively with clinicians and researchers at local, national and international levels, studying various aspects of neurological health and disease, including: acute trauma, neurodegeneration, the neurological impact of COVID-19, and healthy aging. For more information, please see the UBC Core Facility for Neurology Biomarker Innovation and Wellington Laboratory homepages: https://ubcneurologybiomarkercore.ca/; https://wellingtonlabubc.wordpress.com/research/.

Organizational Status
The Facility Coordinator will report directly to Dr. Cheryl Wellington (Academic Lead). The Facility Coordinator will work independently under general direction from the Academic Lead and CFNBI Research Director, currently Drs. Cheryl Wellington and Sophie Stukas, respectively. Decision making will be done in consultation with the Academic Lead and CFNBI Research Director.

Work Performed

• Contributes to grant applications, including writing parts of grant applications
• Facilitates grant reporting (i.e., progress reports, financial reports and/or final reports required by grantors), including liaising with the investigative team and writing reports as per the grantor’s requirements
• Prepares clinical research ethics submissions and helps to ensure compliance with regulatory requirements, including data privacy and security standards
• Prepares applications for operational approval to conduct research within relevant health authorities
• Liaises with the Office of Research Services and Innovation UBC (previously the University-Industry Liaison Office) to review and advise on pre-award proposal development and post-award grant management and compliance
• Provide broad-based advisory input on research agreements (e.g., collaborative research agreements, data and/or material transfer agreements)
• Contributes to research publications, including writing parts of research publications
• Contributes to project proposal development in partnership with CFNBI leadership and collaborators; this includes converting initial requests for collaboration or services, which can be vague, to specific statements of workthat include details about timelines, deliverables and other specifications of the research project(s)
• Collaborates with internal and external investigators with regard to the development of grant applications or collaborative research proposals, including writing statements of work and budget justifications in collaboration with CFNBI leadership
• Collaborates with staff and advises trainees working within the facility
• Contributes to the financial management of research projects and grants, including reviewing financial information, advising on funding agency policies, and reporting budget status internally and externally

Consequence of Error/Judgement
The Facility Coordinator will work independently on assigned tasks. The Facility Coordinator will exercise judgement in work methods for assignments and will be responsible for carrying tasks through to completion. The incumbent will report directly to the Academic Lead and CFNBI Research Director on a weekly basis. Decision making will be done in consultation with the Academic Lead and CFNBI Research Director. As the majority of projects are milestone oriented, the margin for error is exceptionally low. Accuracy, timeliness and sound judgment are required to maximize the effectiveness of the research program. Consequences of error include delays in project milestone completion that could lead to funding interruptions for grant-funded projects and/or delays in completing trials. Delays in project completion could lead to delays in publication and/or could hinder the productivity and success of the research program.

Supervision Received
The Facility Coordinator will work independently under general direction. The successful applicant will be able to perform most tasks independently and will be expected to exercise a considerable amount of judgement and initiative in duties. The incumbent will report directly to the Academic Lead and CFNBI Research Director on a weekly basis. Decision making will be done in consultation with the Academic Lead and CFNBI Research Director.

Supervision Given
The Facility Coordinator may assign and check work of support staff or students. The Facility Coordinator may initiate new staff or students into routines and procedures.

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

• Master’s degree in a relevant discipline is preferred.
• Three years of relevant experience in clinical research coordination and grant administration is desirable.
• The successful applicant must be highly self-motivated, have excellent time management and proactive communication skills, have superior organizational abilities, exceptional attention to detail, outstanding oral and written communication skills, and have demonstrated evidence of initiative in order to keep multiple projects on schedule
• Expertise in the design and conduct of clinical research studies and a demonstrated ability to coordinate research for a wide range of complex research collaborations and projects
• Experience in research coordination, grant administration, ethical and other legal and regulatory requirements
• Experience with clinical research ethics and relevant online research administration software, including UBC Research Information Systems (RISe) and ROMEO Research Portal
• Experience with grant administration and regulations and requirements for a variety of funding agencies (e.g., CIHR, NIH, U.S. Department of Defense)
• Exceptional professional demeanor in telephone and email correspondence
• Strong working knowledge of research methodology
• Proficiency in writing applications and reports for submission to granting agencies
• Proficiency in writing applications and reports for research ethics boards and sound knowledge of regulatory guidelines
• Strong critical thinking skills
• Ability to independently organize workload and take responsibility in making progress with minimal direct supervision
• Motivation and flexibility to engage in and perform a range of work in a rapidly changing academic and clinical landscapes