Incubation Lab Administrator

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

Job summary

A leading educational institution in Vancouver is seeking an Incubation Lab Administrator to manage lab operations and support academic research projects. Responsibilities include overseeing proposal evaluations, ensuring compliance with research standards, and coordinating partnerships. The ideal candidate will have an undergraduate degree, at least three years of related experience, and strong collaboration and communication skills. This position requires sound judgment and initiative in delivering research support services.

Qualifications

• Minimum of three years of related experience.
• Experience supporting academic research projects preferred.
• Strong communication and collaboration skills required.

Responsibilities

• Lead operations and service delivery for the Incubation Lab.
• Design and manage research proposal intake and evaluation process.
• Coordinate collaboration across Incubation Lab teams.

Skills

Communication Skills

Collaboration

Project Coordination

Organizational Skills

Education

Undergraduate degree in a relevant discipline

Graduate degree

Job description

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level B Job Title Incubation Lab Administrator Department Leadership | Learning Technology Innovation Centre Compensation Range $6,747.50 - $9,701.42 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 December 25, 2025

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

Job End Date January 11, 2027

This is a one-year term position.

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

UBC’s Learning Technology Innovation Centre (LTIC) mandate is to catalyze and elevate learning technology application, innovation, and inquiry at UBC. Under academic leadership, LTIC is charged with meeting UBC’s needs for faculty and students in using and transforming learning technology, including playing a pivotal role in the support of Artificial Intelligence in research, development, and education, across the entirety of UBC.

This role will Design, plan, and lead the operation and service delivery of a university wide Incubation Lab research support program that enables faculty to advance application-level and systems-level pedagogical and disciplinary research and development with AI. This role establishes and manages end-to-end intake, evaluation, and resourcing processes for faculty proposals, ensuring projects align with LTIC’s research, innovation, and dissemination mandate and with UBC strategic priorities. Working under the direction of LTIC innovation technical leads and in close collaboration with partners across UBC (including ARC, CTLT, IT, ORS, and the VPRI portfolio), the Administrator ensures projects move from initial inquiry through to outcomes by coordinating day to day lab operations, stakeholder engagement, project monitoring and impact reporting, and the creation of clear communications and resources that showcase achievements. The role also oversees research compliance, ethics, information security, and data governance workflows to ensure projects meet required UBC standards, while supporting workforce planning and recruitment to build the staffing capacity needed to deliver the program.

Organizational Status

The Learning Technology Innovation Centre (LTIC) enables innovative and responsive learning experiences for students and serves faculty as a trusted partner in advancing pedagogical transformation. The unit supports learning technology, evolving needs related to AI in teaching and learning, and faculty-driven innovation and inquiry to enhance the learning experience.

The Administrator reports to the Associate Director, Strategy and Operations, and receives direction from the Academic Director, Senior Manager Learning Applications, and other project leads. The Administrator collaborates closely with program leads and other LTIC staff, and has strong relationships with partner units, including ARC, CTLT, IT, ORS, VPRI and Research Finance.

Work Performed

• Lead operations and service delivery for the Incubation Lab’s research support function, overseeing communications, day-to-day lab operations, resource allocation, and partner-facing coordination to ensure projects run smoothly.
• Design and manage the research proposal intake, evaluation, and resourcing process, developing protocols to assess faculty proposals for lab funding and in-kind allocations across disciplinary and pedagogical research domains, aligned with LTIC’s research, innovation, and dissemination mandate.
• Oversee research compliance, ethics, and information security workflows, ensuring projects meet UBC standards and required processes.
• Act as an internal advisor to faculty teams, working with interested faculty to clarify research or pedagogical questions and shepherd projects from initial inquiry through to innovation outcomes.
• Coordinate collaboration across Incubation Lab teams, convening and facilitating meetings on project status, targets, and dependencies, and enabling cross-pollination of ideas between projects.
• Conduct UBC-wide needs assessment and analysis to inform service and program design, engaging disciplinary and pedagogical research stakeholders to identify needs, priorities, and opportunities for the LTIC innovation service.
• Lead stakeholder engagement and strategic alignment sessions, convening consultations to infuse UBC strategic directions into the Incubation Lab’s vision, mission, and approach.
• Support project monitoring and impact reporting, leading data gathering and analysis related to project progress, outcomes, and impact.
• Create resources and communications that clearly convey project achievements and incubator product outputs.
• Maintain operational and strategic partnerships across UBC, working closely with CTLT, IT, ARC, and the VPRI Office of Research Ethics to enable delivery and compliance.
• Identify and explore partnership opportunities, building relationships that strengthen the lab’s capacity and reach.
• Lead workforce and recruitment planning, identifying staffing needs and managing recruitment for technical and research teams of staff and students.

Consequence of Error/Judgement

The position requires sound judgment, discretion, and initiative in coordinating the development and delivery of the Incubator Lab and its related processes. Errors in interpreting researcher needs, managing intake or ethics workflows, or coordinating with faculty and industry partners could lead to ineffective uptake of the service, delays in research activities or funding, and potential impacts on research integrity. Because the role handles sensitive and confidential information and supports a wide range of stakeholders, tact and professionalism are essential to maintaining trust and supporting successful lab operations.

Supervision Received

Reports to the Associate Director, Operational Strategy and Administration. Works independently with guidance from the Academic Director and Incubator Lab Technical Lead. Performance is evaluated against set goals and expectations.

Supervision Given

The position does not supervise staff, but may supervise students.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the 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

• Graduate degree in a relevant field is considered an asset.
• Experience supporting academic research projects or working within research administration is strongly preferred.
• Experience working within an academic or postsecondary environment is an asset.
• Demonstrated experience contributing to technical projects, with the ability to translate between technical, pedagogical, and research needs.
• Experience in project coordination and/or project management is preferred.
• Experience with workshop design, facilitation, and stakeholder engagement is an asset.
• Strong communication and collaboration skills; ability to work effectively with a wide range of partners and subject-matter experts.
• Demonstrated ability to be both intuitive and analytical is an asset.
• Well-developed time management and organizational skills are preferred.
• The ability to work independently in a self-directed manner and to take initiative with assigned tasks is an asset.
• Experience in proactively identifying next steps and exploring options, especially when addressing challenges, is considered beneficial.
• Strategic and systems thinking capabilities, along with strong attention to detail and the ability to maintain a broad perspective.
• Openness to receiving and integrating feedback and direction is preferred.
• The ability to manage competing priorities and work effectively under pressure to meet deadlines is an asset.
• Ability to analyze complex problems, understand varying perspectives and motivations, and develop innovative solutions.
• Experience in building and maintaining effective business relationships while demonstrating tact, diplomacy, and discretion is preferred.
• Sound judgment and a commitment to ethical conduct.
• Strong interpersonal and team collaboration skills are an asset.
• A respectful, inclusive, and professional approach to working with individuals from diverse backgrounds is preferred.