Grants Coordinator

ubc; Vancouver; On-site; CAD 50,000 - 52,000; Full time

Job summary

UBC in Vancouver is seeking a Grants Coordinator to provide administrative support for faculty grant initiatives and assist in preparing complex proposals. The incumbent will help ensure compliance with federal, provincial and international funding agencies and will work closely with faculty to understand mandates, budgets, and review processes.

The role involves coordinating with SPARC, UILO, ORS, and researchers, managing timelines, and supporting post‑award activities to advance department

Qualifications

• The Grants Coordinator provides administrative support for faculty grant initiatives.
• Supports creation of complex grant proposals and ensures compliance with granting agencies and UBC policies.
• Learns and applies knowledge of internal rules, timelines, and budgets for Canadian and U.S. grant programs.

Responsibilities

• Interprets enquiries regarding application processing, policies and grant status.
• Supports onboarding of new faculty to UBC's research environment.
• Tracks grant transfers and subawards between partner institutions and UBC.
• Prepares award letters and assists with post‑award administrative processes.
• Coordinates grant-related communications and reporting.
• Liaises with researchers, ORS, and internal departments to facilitate submissions.

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Grants Coordinator

Department

Administrative Support | Department of Psychology

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

August 19, 2026

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

Job End Date

Ongoing

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 Grants Coordinator provides administrative support to faculty initiatives requiring grant funding from Canadian and international funding agencies. The successful candidate will assist in the creation of complex grant proposals and support faculty to ensure compliance with granting agencies and UBC policies and procedures. The incumbent will also provide feedback with their understanding of the mandates, structures, review processes, funding priorities, budget requirements of internal and major Canadian and U.S. government and private funding agencies and foundations. Examples of these funding agencies include federal and provincial funding programs, as well as industry and private partners.

Organizational Status

Reports to the Director, Administration. Works closely with faculty, researchers, students and other support staff. Interacts and liaises with numerous university departments including the office of the Dean of Arts, SPARC, UILO, and with external government and non-government granting agencies. The position assists with grant facilitation in a department with over 400 active positions including 56 faculty and 151 Postdoctoral Fellow and Graduate students, who collectively receive more than 200 research grants each year.

Work Performed

Administration

• Interprets, investigates and formulates responses to all enquiries for information regarding application processing, policies and requirements and the status of grant applications.
• Supports with onboarding new faculty to UBC's research environment.
• Navigates transfers of grants and subawards between partnering institutions and UBC.
• Tracks success rate of application process for all applications, follow up if needed on queries around timeline, process routing and approvals.
• Assists with communications and following up with a variety of research-related reports and queries.
• Prepares and distributes award letters, including for department student awards.
• Assists researchers in the post-award administrative processes.
• Assists with organization and scheduling of department research-focused Community of Practice.
• Provide assistance or coverage to the Admin team as needed.

Grant Knowledge & Identification

• Provides specialized information regarding granting agency deadlines, policies and application requirements and detailed information on application guidelines and forms.
• Maintains detailed knowledge of UBC policies and procedures to apply to all application processes; regularly reviews and updates content on internal resources website.
• Assists department researchers by monitoring and identifying potential grants relevant to their specific research areas.
• Provides insight into other UBC offered services that may be further resources such a SPARC, UILO and ORS.
• Assists and educates faculty and staff members in the use of on-line database of granting agencies and application information.

Grant Application and Document Processing

• Confirms researchers' eligibility to apply to grant programs.
• Interfaces with faculty and translate research initiatives and concepts into a clear and coherent written format.
• Reviews, maintains and updates application forms and guidelines.
• Collects relevant information such as resumes, CV's and final applications for single or inter- and trans-disciplinary, complex, multi-investigator group, network and program grants.
• Assists with the recruitment of adjudication review committee members.
• Liaises with researchers, review committees, committee chairs and ORS.
• Supports the research manager/principal investigator with the preparation of grant proposals, academic proposals, letters of intent and notices of registrations; proofreads proposals for general formatting and edits.
• Receives and reviews applications for completeness and supports obtaining approvals in accordance with university research policies.
• Verifies compliance of all applications to internal procedures and processing requirements including human ethics, animal care, biohazard reviews and Conflict of Interest/Conflict of Commitment.
• Facilitates the submission process for external grant applications including obtaining authorizing signatures and forwarding to ORS.

Main