Research & Administrative Coordinator

Staff - Non Union

Job Category

Non Union Technicians and Research Assistants

Job Title

Research & Administrative Coordinator

Department

Michael Cuccione Childhood Cancer Research Program | Department of Paediatrics (Rebecca Deyell)

Posting End Date

August 20, 2026

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

This position is subject to the satisfactory completion of required background checks

Job End Date

August 16, 2027

 

 

This position is subject to the satisfactory completion of required background checks.

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
This position is responsible for the administrative and study support for the Clinical Trials Unit (CTU) and clinician investigators within the Division of Pediatric Hematology / Oncology and Cellular Therapy at Children's and Women's Health Centre and the BC Children's Hospital  Research Institute. The CTU supports around 100 active clinical research studies for children in British Columbia with cancer and blood disorders. These studies include, but are not limited to, research on active treatment, supportive care, and the long-term effects of cancer and blood disorders therapy. The Division has a number of research affiliations that include the Children’s Oncology Group, Industry Sponsors, the C17 Childhood Cancers and Blood Disorders, National Cancer Institute of Canada (NCIC), Precision Oncology For Young people (PROFYLE), Pediatric Blood and Marrow Transplant Consortium (PBMTC), Centre for International Blood and Marrow Transplant Research (CIBMTR) as well as investigator-initiated research.

 

The incumbent is required to conduct all activities in an ethical manner, suited to the proper activities of the University of British Columbia and to the professional organizations governing his or herself and those governing the activities of the institution and all other investigators. Any procedures or data recorded as part of a trial must be accurate and must accurately reflect the work performed. Strict confidentiality of all study participants must be adhered to. All activities involving participants are accountable to study Principal Investigators, the Research Director of Hematology/Oncology/Cellular Therapy, and the candidate's governing professional organization.

Organizational Status
The Research Technician (RT3) will report directly to the Clinical Trials Unit Manager (CTU Manager) or delegate, who is under the supervision of the Research Director. The incumbent will also report to and receive direction from the Principal Investigator of each assigned project, the Research Director or delegate and liaise with the Clinical Research Coordinators (CRCs).

The RT3 works with physicians and staff at BC Children’s Hospital in the Hem/Onc/BMT clinical research office.

Work Performed
Administrative

·         Performs a variety of administrative duties to support the day-to-day operations of the Clinical Trials Unit and clinician investigators, including scheduling meetings, preparing agendas, and recording minutes as required.

·         Maintains program records, databases, and tracking tools for program needs.

·         Coordinates onboarding processes for new team members (research staff, physicians, trainees), including overseeing training requirement completion, facilitating access to required systems, badges, and resources in accordance with established procedures.

·         Works with the Finance team & oversees hiring and set-up for summer / research students and interns for CTU and clinician investigators.

·         Facilitates IT service requests and assists with maintaining user access to required systems, including tracking and renewing system permissions and licenses.

·         Coordinates recruitment activities, including supporting the manager with human resources associated documents.

·         Assists with coordination of internal research grant competitions, communication and tracks timelines for follow-up reports.

·         Updates clinician investigators UBC common CV and Canadian common CVs on a regular basis.

·         Prepares Divisional research update newsletter to share with the research group – including new clinical trials, publications, grant opportunities, grants received, presentations, and new personnel.

·         Collects and facilitates operational and research-related data, including program statistics and study-related metrics; generates reports as required.

·         Provides administrative support for financial and resource tracking.

·         Performs study and clinical support duties such as filing, organizing & assembling study packages and documents, and maintaining electronic and paper records in accordance with established procedures.

 

 

Study Coordination

·         Ensures adherence to and maintenance of study protocols.

·         Maintains protocols and associated documents to ensure they are up-to-date.

·         Responsible for the day-to-day operations of multi- or single site research studies.

·         Coordinates and liaises closely with interdisciplinary staff, study sponsors and consortiums identifies and screens potential study participants.

·         Registration and enrollment of study participants.

·         Responsible for collecting documentation, organization and accurate and timely submission of data capture forms.

·         Creating and maintaining research charts on registered participants.

·         Manages shipment of biological specimens and associated activities following protocol guidelines and regulations.

·         Prepares, participates and supports audits and study monitoring visits from regulatory bodies and sponsors.

·         Attends conferences and meetings, possibly involving travel.

·         Timely completion of required regulatory certificates and tutorials.

·         Supports clinical trial age of majority tracking and re-consenting.

·         Involved in data collection and entry for research studies as well as quality improvement and program evaluation initiatives.

·         Carries out other related duties as required.

Consequence of Error/Judgement
Consequences of error are high and this is a position with significant responsibility. The data submitted impacts the direction of future studies. Errors could impact upon the reputation of the program as a whole and jeopardize the options for collaborative participation with industry, government and other centers.

Supervision Received
It is expected that the RT3 will demonstrate the ability to work independently once training has been successfully completed. The RT3 will be required to problem solve on a limited basis.

Supervision Given
The RT3 will receive supervision and direction from the Research Director or delegate, Operational research coordinators and CTU manager.

Minimum Qualifications
Completion of a relevant technical program or a university degree in a relevant discipline and a minimum three 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

Transportation of Dangerous Goods, Division 5 and Good Clinical Practice certificates preferred.

Assets: Demonstrated knowledge and experience with Pediatric oncology, familiarity with database management programs. Knowledge of Good Clinical Practice. Attentive to detail, with the ability to work quickly and accurately. Medium to high degree of computer literacy including familiarity with Microsoft Word, Access and Excel. Excellent organizational and interpersonal skills a must. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise initiative and maintain confidentiality. Communicates effectively both orally and in writing. Ability to learn new software. Ability to work both independently and within a team environment. Physical ability to do the job.