Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Research and Facilitation, Level A

Job Title
Coordinator, Research Program & Operations

Department
CIEBH Support | Office of Research | Faculty of Medicine

Compensation Range
$5,692.25 - $8,179.50 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
September 13, 2026

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

Job End Date
March 31, 2028

Job Summary
The Coordinator, Research Program & Operations supports the planning, coordination, and delivery of CIEBH programs, partnerships, and strategic initiatives. The position undertakes research and analysis, contributes to grants, reports, and other program deliverables, and works with internal and external partners to support effective implementation. The role operates in a dynamic, multi-partner environment and exercises judgment in managing assigned responsibilities and competing priorities. This is a hybrid role: office hours and days may vary dependent on operational needs such as special meetings, event days, work type and workload. The incumbent plays an integral role in maintaining CIEBH's operational effectiveness and ensuring its visibility among national and international partners, government funders, academic collaborators, and public audiences.

Work Performed
Program Coordination and Facilitation

• Coordinate activities across assigned CIEBH programs and initiatives, working with internal teams and external partners to establish requirements, clarify responsibilities, monitor dependencies, and support timely delivery.

• Facilitates collaboration among internal and external partners by communicating program requirements, coordinating stakeholder contributions, documenting decisions, and ensuring agreed-upon actions are completed.

• Research, analyze, and synthesize program, funding, policy, and ecosystem information to support program development, planning, and decision-making.

• Identify and assess program risks, dependencies, delays, gaps, or emerging issues requiring attention, and make recommendations to mitigate the issues to the Strategic Initiatives Manager as appropriate.

• Contribute directly to the research, development, and writing of grant applications, proposals, concept papers, and other program-related submissions.

• Analyze program and operational information to identify trends and areas for improvement, and provide recommendations to support program delivery and planning.

• Develop and implement continuous improvement of program frameworks, processes, workflows, and standard operating procedures.

• Exercise independent judgment in prioritizing activities, managing competing demands, and navigating ambiguity across a complex, multi-partner environment.

Funding, Reporting and Communications Coordination

• Manage the financial and administrative processes, related to assigned programs, grants, and funding activities, including analyzing financial information, monitoring expenditures against approved budgets, coordinating reporting and procurement requirements, ensuring compliance with UBC and funder requirements, and identifying, reconciling, or escalating discrepancies and issues as appropriate.

• Develop and manage funder reporting activities, including interpreting reporting requirements, coordinating and synthesizing contributions from multiple stakeholders, monitoring reporting timelines, and preparing and editing reports and related documentation.

• Research and analyze funding opportunities, government priorities, and relevant developments within the life sciences and biomanufacturing ecosystem, and identify potential implications and opportunities for CIEBH programs and initiatives.

• Coordinates the development and delivery of internal and external program communications, including preparing and editing presentations, reports, briefing materials, and program documentation to ensure information is accurate, consistent, and aligned with established program priorities.

• Maintain current information on partners, stakeholders, and related activities to facilitate program coordination, reporting, communications, and engagement .

• Perform other related tasks and duties consistent with evolving operational needs of CIEBH as deemed necessary or upon request

Consequence of Error/Judgement
The Coordinator exercises sound judgment, discretion and initiative in managing and coordinating program and operational activities across CIEBH. The role requires high level of attention to detail, organization, and the ability to manage multiple tasks and deadlines in a fast-paced environment. Errors or omissions in coordination, documentation, or communication may result in delays in project timelines, inefficiencies in workflows, or the need for rework, and may affect the quality of communications and partner relationships. Inaccurate or incomplete information may impact reporting, planning, and decision-making processes.

The Coordinator is expected to identify, assess, and escalate risks, inconsistencies, or issues in a timely manner, supporting effective resolution and alignment with program priorities and UBC policies and procedures. The role involves handling sensitive administrative, operational, and partnership-related information and require high degree of confidentiality, professionalism, and discretion.

This position is performed under the direction of the Strategic Initiatives Manager, and issues are addressed through regular review, guidance, and team-based coordination. The Coordinator is expected to operate independently on day-to-day activities, exercise judgment in prioritizing work, managing competing demands, and adapting to evolving program needs; while seeking guidance on complex or non-routine matters.

Supervision Received
The Coordinator works independently under the direction of the Strategic Initiatives Manager, CIEBH, who provides day-to-day supervision, sets priorities, and reviews work for achievement of objectives, quality of outputs, and alignment with CIEBH operational priorities. The Coordinator works collaboratively with all members of the CIEBH team and other office of research team members to support Hub-wide priorities and escalate issues of complexity, sensitivity, or strategic significance through the Strategic Initiatives Manager, as appropriate. The incumbent is expected to exercise independent judgment on routine matters and seek guidance when priorities, risks, or decisions require clarification.

Supervision Given
This position does not have formal supervisory responsibility for other staff. The incumbent may provide functional guidance to student employees, volunteers, or co-op students engaged on CIEBH projects as required.

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

Education

• Undergraduate degree in life sciences, health sciences, business administration, or related field. An equivalent combination of education and experience may be considered.

Experience

• Minimum of two to three years of relevant experience in program coordination, administrative or program support or a comparable role, preferably in an academic, healthcare, or research environment.

• Experience coordinating programs, operational activities, or administrative processes in an academic, healthcare, research, or similar environment.

• Experience coordinating multiple concurrent activities, prioritizing competing demands, and supporting deadlines in a dynamic, fast-paced environment.

• Experience coordinating meetings, workshops, training sessions, or events, including scheduling, logistics, preparation of materials, and follow-up activities.

• Experience providing administrative and operational support, including maintaining records, managing documentation, and supporting internal processes.

• Experience supporting financial and administrative processes, including procurement, invoice processing, reimbursements, expense tracking, or coordination with finance teams.

• Experience supporting grant-funded programs, reporting activities, or administrative aspects of research initiatives is an asset.

• Familiarity with UBC systems, administrative processes, document management platforms, collaboration tools, or experience working in a similar institutional environment, is an asset.

• Experience working in a health research, biotechnology, life sciences, public health, or biomedical research environment is an asset.

• Experience supporting coordination activities within a complex, collaborative environment involving multiple teams and partner organizations is an asset.

Skills and Abilities

• Strong written and verbal communication skills in English, with the ability to prepare clear and concise emails, summaries, correspondence, and supporting documentation for a range of audiences.

• Strong organizational and coordination skills, with the ability to manage multiple tasks, track priorities, follow up on action items, and meet deadlines in a fast-paced environment.

• Demonstrated ability to work effectively with diverse internal and external partners, including researchers, administrative staff, and collaborators, with professionalism and sound judgment in day-to-day interactions.

• Strong interpersonal and collaborative skills, with the ability to build effective working relationships within a team and across functional areas.

• Demonstrated attention to detail, reliability, and ability to follow through on tasks and action items while maintaining accurate documentation.

• Demonstrated initiative and problem-solving skills, with the ability to work independently while seeking guidance as needed.

• Proficiency with Microsoft Office 365 applications, including Word, Excel, PowerPoint, Teams, and SharePoint, and familiarity with document management or collaboration tools.

• Awareness of equity, diversity, and inclusion principles