Program Coordinator, CGSHE

Work Area: 
Base Site: 
Hornby Street
Temporary Full Time
End Date: 
Sep 9, 2020
Job Category: 
Management/Non Union


Reporting to the Directors and under general direction within established policies, procedures, and standards, the Program Coordinator, Centre for Gender and Sexual Health Equity (CGSHE) provides confidential research facilitation/administrative support to the CGSHE Executive Director (and Associate Director as needed), along with project coordination, research Finance support and Human Resource administrative support. The Coordinator requires a broad and extensive knowledge of the academic institution, organization, and operation of the CGSHE.

The Program Coordinator works closely with academic and clinical researchers, the Division of AIDS, the UBC Department of Medicine, PHC, and PHCRI support staff, Centre staff, and trainees. The position provides support for financial and administrative matters to faculty, staff, and trainees. The Coordinator also liaises with various Human Resources and Finance Departments (PHC, PHCRI, UBC, SFU, St. Paul’s Foundation), UBC Office of Research Services, the University Industry Liaison Office, Research and Trust Accounting, Health Shared Services BC, Communications, and other central Health Authority and University units and departments, as well as with external agencies.


Ability to use Word processing, Excel spreadsheet, presentation (PowerPoint or other), desktop publishing, and database software.

Demonstrated knowledge of Macintosh computers and Microsoft for Macintosh Office Suite.

Ability to provide support for grant submissions, including uploading grant sections onto online platforms and copy editing.

Ability to type a minimum of 60 w.p.m. and operate general office equipment.

Strong interpersonal skills, including tact and diplomacy, in dealing with a variety of work situations and liaising with departmental and organizational staff, academics, hospital staff, community partners, and the general public.

Demonstrated flexibility and excellent communication skills to respond effectively to inquiries, both verbally and in writing.

Adaptability, a high level of judgment, considerable initiative, and ability managing issues, projects, and people.

Demonstrated aptitude for detailed work and capability of decision making/problem solving within predetermined guidelines.

Strong organizational, time management, and prioritization skills with the ability to multi-task and manage competing priorities.

Self-directed and able to work independently.


Minimum diploma in a related field, Bachelor’s degree is preferred.

Minimum four (4) years of experience in research and/or administration, or an equivalent combination of education, training and experience.

Experience in providing research administrative, Human Resource, or Finance support in an academic setting is preferred.


Provides operational and administrative support to the Directors, Operations Leader, and other program staff in the development and operational implementation of assigned projects and initiatives.

Acts as a resource to the operations team and program staff, including developing project actions, providing support, monitoring deliverables, and maintaining project timelines.

Tracks progress of various projects according to Centre-wide plans, monitor and reports on the status of projects and major issues/obstacles encountered.

In collaboration with the Directors and Operations Leader, identifies and supports resolution to problems or barriers for successful program projects/change initiatives.

Schedules the Executive Director and Associate Director; together with the directors set priorities for the schedule; screens email and phone correspondence and requests for meetings; arranges meetings with university, research, government, community and policy stakeholders; coordinates and assembles meeting materials, agendas; acts to ensure follow-up as required.

Facilitates effective triaging of internal and external correspondence, determination of appropriate action, and timely follow-up as appropriate.

Maintains research reports and develops correspondence, presentation materials, spreadsheets, and memos. Edits and finalizes reports for accuracy and formatting.

Maintains the Executive Director and Associate Director’s CVs, teaching materials and related university documents.

Supports the grants facilitation and management process of the Research Manager, including editing and proofing documents such as grant applications, contracts, academic proposals, and scientific communications; provides support for study ethics applications, amendments, and renewals.

Liaises and communicates in a professional and courteous manner with PIs, collaborators, partners, staff, funding agencies, and the public to gather and disseminate information.

Coordinates the acquisition of information from multiple sources and individuals; investigates potential funding sources to support Centre operations.

Assists in the development of knowledge translation materials and effective strategies for dissemination.

Plans and arranges logistics for Centre-wide research meetings, including room bookings, catering, agendas, communication with participants, and preparation and dissemination of supporting materials and summaries.

Coordinates the use, maintenance, and allocation of research space across two facilities. Receives IT requests, liaises with UBC IT, and follows through on requests. Participates in the IT procurement requests from sourcing the tech to purchasing and inventory.

Supervises students and other temporary staff/volunteers as required.

Supports the development and monitoring of multiple project budgets. Processes invoices, monitors project expenses, invoices, reimbursements, and receipts.

Monitors period, quarterly, mid-year and year-end budget expenditures and reports variances. Gathers and summarizes financial information related to assigned projects for submission to relevant PIs, Directors, and funder(s).

Reconciles UBC/PHC corporate purchasing cards, travel, and other claims/expenses.

Ensures appropriate dissemination of information such as Centre procedures and processes and the status of issues to internal and external stakeholders.

Processes all CGSHE Human Resources requests and corresponds with relevant UBC and PHC/PHCRI HR to facilitate position classification, recruitment, onboarding, appointment renewals, and terminations.

Maintains confidential files and procedures and coordinates staff orientations, onboarding, evaluations, timekeeping records, and policies and procedures manuals.

Organizes and coordinates staff and research events, as needed.

Performs other related duties as required.