Job Posting 96393

Administrative Coordinator (Research Competitions)
Michael Smith Health Research BC
Work From Home - Vancouver & Lower Mainland
closed 10 days ago (Fri, 22 Sep)
full time

Michael Smith Health Research BC

Michael Smith Health Research BC, funded by the Government of British Columbia, is BC’s health research agency. We strengthen the province’s health research system by supporting the people, institutions and activities that generate and use research-based knowledge to promote, restore and maintain the health of British Columbians. Our ambition is to inspire and connect curious, creative and passionate minds to drive discovery and innovation in health research. And we’re driven by the belief that health-related decision making should be informed by high quality research produced in an equitable, diverse and inclusive research system.

We are a team of dedicated professionals who care deeply about each other and our work. We believe in embracing diversity as a strength and core value, creating spaces that are inclusive of all peoples, and are grounded in our ongoing commitment to reconciliation and respect for Indigenous self-determination. We value and support a diverse workforce, reflective of different backgrounds, skillsets, perspectives and life experiences.

Our benefits package includes a pension plan, generous dental and health insurance and a wellness allowance; our professional development policy supports learning and growth.

We have a hybrid work model. When you are in the office, our beautiful space offers views of False Creek, an outdoor patio (think summer BBQs!) and a fitness centre, and it’s walking distance to restaurants and other amenities. Our social committee, Team Good Times, organizes events throughout the year.

If you are looking for meaningful work in a supportive environment, and you are inspired by making a difference in BC’s exceptional health research community, read on to learn more.


Position Summary:

Looking for an exciting new opportunity to contribute to the world of health research? The Research Competitions team is currently seeking an enthusiastic team member to join us in supporting the administrative duties related to the planning and promotion of our health research awards programs. If you're a detail-oriented individual with excellent organizational skills and a knack for building strong relationships with internal colleagues and external stakeholders, we want to hear from you! In this role, you'll be an integral part of our team, ensuring the smooth and effective operation of our awards programs and supporting the growth and development of our health research community. Join us today and help make a difference in the world of health research!


Key Responsibilities:

  • Supports the Manager, Research Competitions on competition planning, promotion, and process improvements.
  • As an advanced user of Health Research BC’s grants management system (GMS), the coordinator is responsible for the implementation and management of funding competitions and awards including:
    • Configuring, launching and coordinating application review processes, which includes the recruitment of expert reviewers and the organization of review meetings.
    • Overseeing award administration tasks such as preparing the GMS with competition results, issuing award letters and related documents; maintaining surveys, reviewing annual progress and final reports, budgets and financial statements; processing award adjustments and liaising with Finance.
    • Closing out awards by acquiring the required reports, financial statements, and budgets in accordance with the conditions of award.
    • Reconciling of award funds.
  • Leads and/or participates in the development or revision of forms, policies, guidelines and informational or training materials and other internal or external resources.
  • Works closely with all members of the Research Competitions team, and other teams as required, on competition delivery and award administration.
  • Serves as the principal point of contact for all competition and award related queries from applicants, award recipients, and institution staff (e.g., research facilitators, department heads, deans, finance personnel, etc.), and responds in a timely fashion including monitoring dedicated research funding program email inboxes and the Help Desk email and telephone line.
  • Develops and updates presentations on research funding competitions and delivers them to various stakeholder groups.
  • Plans, schedules, facilitates and coordinates in-person and virtual meetings (e.g., Zoom), workshops, and other events related to initiatives in consultation with the Director and/or Manager, Research Competitions including tasks such as preparing agendas and background papers, taking minutes, and undertaking related research.
  • Develops and updates resources (e.g., user manual, tutorials, etc.) on the use of the GMS as needed.
  • Supports the back-end GMS through user testing, quality assurance, identification of system enhancements and improvements to user usability.



  • Undergraduate degree in a health or health research-related discipline.
  • Minimum two years' experience in a research, educational or health care setting, including experience in project management and dealing with complex, sensitive and confidential matters.
  • Experience working and/or familiarity with funding grants in a health research environment is a definite asset.
  • Must have experience with database applications
  • OR Equivalent combination of education, training and experience
  • Demonstrated ability to relate constructively and professionally with others.
  • Natural ability to build rapport and trust while dealing with complex issues in a demanding and dynamic environment.
  • A positive, diplomatic interpersonal style, with a strong customer service orientation.
  • Ability to manage multiple projects and deliver high quality results on time.
  • Flexibility to manage multiple and changing priorities.
  • Superior written and oral communication skills and effective listening skills.
  • Strong computer literacy, including full competency in Microsoft Office 365 (Outlook, Word, Excel, Microsoft Teams, OneDrive, Power Point, etc.).
  • Knowledge of concepts and processes with databases and grants management systems.
  • Excellent attention to detail, strong organizational skills, and problem-solving ability are required.





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