Kwon Lab Administrative Manager

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Research and Facilitation, Level A

Job Title
Kwon Lab Administrative Manager

Department
Kwon Pre-clinical Group jobsincanada.one International Collaboration on Repair Discoveries jobsincanada.one Faculty of Medicine

Compensation Range
$5,209.17 – $7,485.33 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
November 30, 2023

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

Job End Date

Jan 15, 2025

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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 Kwon Lab Administrative Manager is responsible for managing the day-to day financial and administrative operations of more than $5 million in grant awards to support at least eight spinal cord injury projects at the laboratory of Dr. Brian Kwon at the International Collaboration on Repair Discoveries (ICORD), UBC.
Organizational Status

The International Collaboration on Repair Discoveries (ICORD) is a world leading health research centre focused on spinal cord injury. Located at the Vancouver General Hospital at the Blusson Spinal Cord Centre, ICORD is supported by UBC Faculties of Medicine and Science, and Vancouver Coastal Health Research Institute. Visit www.icord.org . As an ICORD principal investigator, orthopedic surgeon of the Vancouver Spine Surgery Institute, and director of the Vancouver Spine Research Program, Dr. Kwon runs an active translational research laboratory to study a broad range of topics from furthering our understanding of the basic science of spinal cord injury, to improve functional recovery after spinal cord injury in humans and animal models of SCI (www.kwonlab.ca ).

The research lab consists of two primary research sites: one large laboratory located in the Blusson Spinal Cord Centre and one multi-unit research space at the Centre of Comparative Medicine on UBC main campus to support our pre-clinical research program. Our team is comprised of 40+ technical/research and management and professional staff and students. Our network includes more than 40 co-applicants and collaborators from Canada (University of Calgary, University Alberta, UBC Okanagan Campus), the USA (Cleveland Clinic), and Switzerland (EPFL).

The Administrative Manager reports to the Research Associate, and works closely with the Project Manager. Has frequent interaction with research staff and students in the Kwon Lab, clinical study nurses and coordinators and others. The Research Project Coordinator maintains strong working relationships with the ICORD Admin Team as well as staff of UBC administrative units (ORS, Finance, HR) and other key stakeholders across the University community. Work duties will be carried out predominantly at the main lab at ICORD.

Work Performed

• Manages staffing, resources, materials and equipment for complex research studies from development, implementation, execution and evaluation to close-out and lessons-learned activities. Continually reviews projects in terms of staffing, resources, materials and equipment and addresses deficiencies. Responsible for ensuring studies are reaching goals and progressing in accordance with the study objectives and milestones as determined by the Principal Investigator.

• Manages grant finances. Assesses variances from the project plans, grant budgets and schedules, and directs changes as required. Oversees budgets of co-investigators to ensure that funding is properly accounted for and that budget anomalies are resolved.

• Manages project staffing, including reviewing research project plans to determine staffing needs, creating position descriptions, recruiting, interviewing, and onboarding new research staff. Reviews performance, makes decisions regarding reappointments, merit, discipline, terminations.

• Plans and participates in project-related events, such as meetings, conferences and presentations. Participates in research team meetings to define and assess strategy and goals of the project.

• Participates in research team meetings to define and assess strategy and goals of project.

• Prepares, composes, edits and proofreads grant- and project-related reports, presentations, and scientific communications. Develops documents including budgets, scientific and clinical project protocols, ethics applications, and risk management plans. Develops and disseminates regulatory documentation around the conduct and approval of research.

• Provides leadership for grant proposal development, submission processes, ensuring that funding agency requirements and deadlines are met.

• Performs other duties from time to time as necessary.

Consequence of Error/Judgement

The Administrative Manager will identify issues, exercise judgement and knowledge of University, granting agency, and accounting policies and procedures to take appropriate action to address issues/concerns. Errors in performance of the duties could have a negative impact on the research conducted in the lab and jeopardize the lab’s ability to retain or secure future funding by competing for research grants.
Supervision Received
Work independently under the general direction of the Research Associate and PI. Expected to exercise initiative and judgment in performing all work-related functions.
Supervision Given
Manages more than 30 non-union research staff and student employees.
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

• Post graduate degree in Biomedical Sciences will be an asset

• Experience managing complex research projects and grants at the post-secondary or industry level preferred.

• 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.

• A high degree of accuracy and attention to detail are imperative.

• Ability to anticipate, investigate and resolve problems, and the ability to meet conflicting demands required.

• Ability to adapt and maintain flexibility within a rapidly changing environment while showing initiative, resourcefulness and sound judgment.

• Outstanding record of organizational, time and project management success, both in results achieved and in use of professional methodology required.

• Ability to work independently as well as contribute actively and collaborate openly as a team member with excellent interpersonal and organizational skills required.

• Excellent English verbal and written communication skills required, including the ability to compose professional written documentation.

• Experience with financial reporting, analysis, budgeting and forecasting, with a solid understanding of accounting principles and practices required. Knowledge of UBC accounting terms, procedures, policies and practices and their application an asset.

• Ability to implement, establish and set priorities.

• Demonstrated effective organization, planning, leadership, and communication skills.

• Ability to prioritize and meet deadlines.

• Ability to exercise tact and discretion.

• Thorough knowledge of all Microsoft Office applications. Ability to effectively use Excel, Outlook and MS Word at an advanced level. 

• Experience with Workday, Quartzy or other financial systems is an asset.