Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Senior Director, Office of Research Administration and Operations, the Officer, Grants Administration is responsible for the delivery of services related to the provincial development and monitoring of BC Cancer research grant-funded programs including basic, translational and clinical grants. This position advises, informs and provides direction to scientists and clinician-scientists and professional practice staff on issues related to research grants and contracts. The Officer, Grants Administration ensures the consistent reporting of grants through the University of British Columbia (UBC) Research Information System (RISe) which includes collecting, tracking, compiling and reporting on grants and contracts that currently exist within BC Cancer. The Officer, Grants Administration t identifies key stakeholders of the BC Cancer Research Program and partner academic institutions and develops and maintains collaborative relationships. This role provides reports on planning, compliance, and operational processes which are fundamental to identifying future growth factors. The responsibilities include providing information to scientists, the institution, academic and health authority administrations on financial and procedure issues relating to research grants and contracts, coordinating the preparation process of grants, and the development of processes and procedures related to the submission of grant related documentation. This position also supports and collaborates with senior leaders and management teams to facilitate the implementation of cost effective initiatives, and strategies to assist in attaining the core business goals.

Duties/Accountabilities:

• Coordinates the provincial administration of research grants and contracts from granting agencies and other sources internal and external to PHSA. This includes coordinating, tracking and entering grant application details into databases; reviewing research awards from external agencies to ensure conformity to budgets; and interpreting financial implications of granting agency award notices. This includes ensuring expenses match grant approval, following up with Grant Administrator(s) to resolve any issues and approving any further changes.

• Develops processes that ensure consistent policies and procedures in grant application and reporting. Analyzes the current Research Information System (RISe) and collaborates with Grant Administrators, Universities and other stakeholders to identify research grant requirement needs. Develops a database and creates tables and queries to assist in reporting grant information and statistics to stakeholders, recommends changes to existing systems internally and externally and implements new processes.

• Provides direction and framework for program and department grant administrators to ensure the budget summaries and account information are up-to-date and in compliance with funding agency guidelines. Monitors and reviews administrative expense accounts, salary support awards, and fellowship and studentship awards and ensures accounts are coded appropriately and paid out. Assists the research departmental managers in preparing written grant proposals by providing updated budget summaries and cost projections. Responds to routine questions and advises on appropriate course of action.

• Provides training and direction to PHSA’s provincial research community on the requirements for the establishment of research accounts and post-award procedures. Develops the grant application process manual and follows up with staff to ensure policies and procedures are understood and adhered to. Is the central point of contact for any issues relating to grant application, expenditures and reporting.

• Monitors and administers research grants and develops reports utilizing the Research Information System (RISe). Employs extensive knowledge in other grant application tracking systems/databases to coordinate the revenue funds among multiple research programs and granting agencies of the PHSA, BC Cancer BC Cancer Foundation (BCCF), and affiliated Universities.

• Communicates with various finance departments within PHSA, BC Cancer, BCCF, VGH and VCHA, VIHA, NHA, FHA, affiliated Universities and external partner organizations in order to correct inappropriate expenses or changes of status of the various accounts. Coordinates periodic financial and annual reports as required by granting agencies, PHSA, and affiliates. Participates in grant-funded and contract financial audits on behalf of the research team.

Qualifications:

A level of education, training, and experience equivalent to a Bachelor’s degree in accounting or project management plus a minimum of five (5) years recent related experience including at least two (2) years experience in a leadership role in a multi government institutional setting.

Knowledge of guidelines and policies associated with national and international granting and funding bodies and experience working with these processes. Ability to advise, instruct, and supervise administrative grant personnel in grant submission practices. Strong understanding of grant applications and accounting practices required to ensure compliance with funding agency guidelines. Advanced knowledge of database management including database structures and ability to develop database tables and queries. Expertise in use of Microsoft Office suite of applications (e.g. Access, Excel, Word, PowerPoint and Microsoft Project). Superior organizational and leadership skills. Ability to prioritize and work under pressure. High level of analytical accuracy, thoroughness and dependability. A demonstrated ability to communicate effectively, both verbally and in writing. An advanced knowledge of software programs for word processing, financial reporting and project/budget management applications.