Research Support Coordinator, Research and Innovation

at  Douglas College

WORK ARRANGEMENTS

This regular full-time (35 hours per week) position is available starting July 2, 2024. Regular hours of work are Monday to Friday, 8:30 am – 4:30 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the Coquitlam campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College’s Work From Home Policy.

WHAT DOUGLAS OFFERS

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

THE ROLE

The Research Support Coordinator, Research and Innovation, contributes to the success of Douglas College and its community of learners by providing administrative, research, data collection and analysis, coordination, budget/financial and logistical support to the Office of Research and Innovation, the College Wide Faculty Professional Development Committee, Education Leave and the Research Ethics Board while providing exceptional client-centered service to all stakeholder groups.

RESPONSIBILITIES

1. Provides budget, financial and contract support.
   a. tracks and reconciles all expenditures against the Research and Innovation Office and Faculty Development cost centres and communicates with applicants regarding their account balances.
   b. monitors and advises on multiple student research budgets, travel budgets and research project budgets including one faculty budget for each funding recipient for the Research Incentive Grant and Research and Scholarly Activity.
   c. monitors the College Wide Faculty Professional Development (CWFPD) budget and exercises signing authority to a prescribed amount.
   d. liaises with CWFPD funded event organizers and prepares payment to internal and external speakers and reimbursement of expenses.
   e. prepares expense claims, cheque requisitions and purchase orders for authorization and confirms expenses fall within the budget and adhere to Finance Department guidelines.
   f. assists funding applicants navigate the process with regards to budgeting for student research assistants, accessing information, purchasing, expenses and ensuring applicants stay within their allotted funds.
   g. informs Finance of new award allocations.
   h. determines budget and type of funding available for each adjudication round and communicates this to the Research Adjudication Committee (RAC).
   i. prepares facilitator contracts and processes payment related to the Instructional Skills Workshops.
2. Provides procedural, coordination and logistical support.
   a. prepares call for proposal memos for Research and Scholarly Activity and Research Incentive Grant funding throughout the year and posts to DC Connect.
   b. receives and reviews research funding applications and advises applicants if their submission is incomplete.
   c. establishes timeline for adjudication, arranges adjudication meetings and informs the RAC.
   d. updates online adjudication forms, communicates with Adjudicators and ensures access to applications and adjudication forms.
   e. tabulates adjudication scores, prepares summary of results and communicates adjudication results to the Research and Innovation Office Coordinator.
   f. coordinates and plans Instructional Skills Workshops (ISW) including determining schedule of workshops, arranging internal and/or external facilitators/presenters, booking rooms, maintaining supplies, and advertising through DC Connect, posters, etc.
   g. maintains and monitors ISW registration, wait list and sign-in sheets.
   h. collects ISW participant feedback and maintains statistical information.
   i. provides information and documentation to registrants and prepares certificates for participants.
   j. liaises with Facilities for room set up and delivery of supplies.
   k. establishes the criteria and coordinates the issuing of fee waiver seats for the Vancouver Community College Provincial Instructional Diploma Program courses when they are held at Douglas College.
   l. tracks receipt of final reports submitted from Research Incentive grant funding recipients.
   m. tracks receipt of final reports for the REB.
   n. liaises with the Institutional Repository Librarian to ensure Research and Innovation grant funding recipients have submitted their paper(s) to the Institutional Repository.
   o. provides planning and logistical support for the annual research conference and research cafés including coordinating presenters to submit permission forms and providing presentations for posting on DOOR.
3. Provides research and data collection and analysis support.
   a. maintains databases for the Research and Scholarly Activity Funds and Research Incentive Grants and prepares reports as required.
   b. participates in the determination of cost allocation for the Research Support Fund (RSF), identification of performance measures and determination of performance outcomes.
   c. prepares and submits RSF application documents through the RSF portal.
   d. prepares and submits Statement of Account and Outcomes reports for RSF.
   e. posts required RSF information to the College external website.
   f. performs the necessary updates to the Cayuse database for tracking research, applicants and maintains a confidential register of research applications for the Research Ethics Board (REB) and the Research Innovation Office.
   g. collects information and completes surveys related to research.
4. Provides administrative support.
   a. supports the Education Leave process including: prepares documentation, confidentially collects and distributes Education Leave applications to the committee members, arranges interview schedules and tracks submission of final reports from Education Leave applicants.
   b. maintains the Research and Innovation, Education Leave, REB, and Faculty Professional Development site on DC Connect and the public College site including updating documents, news items, archives, etc. as required.
   c. prepares and distributes memos and documentation to Research Incentive Grant and Research Scholarly Activity recipients and unsuccessful applicants.
   d. attends, records and distributes minutes for the Research Ethics Board, Education Leave committee, High-Impact Practices in Education Committee (HiPE), Research Adjudication Committee, and the College-wide Faculty Professional Development Committee.
   e. point of contact for Faculty Development, RIO, Education Leave and the REB by providing information or directing inquiries to the appropriate person.
5. Performs other duties as assigned.

TO BE SUCCESSFUL IN THIS ROLE YOU WILL NEED

• To have completed one-year post-secondary education with a minimum of three years’ related work experience, or equivalent combination of education and experience;
• Highly developed English language competencies (reading, writing, speaking and listening) with demonstrated ability to draft/develop correspondence;
• Exceptional attention to detail and organizational skills;
• A demonstrated ability to:
• exercise initiative within a team and promote a positive work environment;
• communicate courteously and effectively in writing, in person, or on the telephone with staff, faculty, administrators, students, and external people;
• develop and maintain good working relationships;
• work independently under minimal supervision to meet deadlines and to establish priorities;
• evaluate and resolve problems; research, collect and analyze data; including the creation of visual representations;
• monitor and track budgets, ensuring compliance with reporting requirements, Finance guidelines and processes;
• maintain, update, and add new information to large, interactive web sites;
• exercise independent decision making
• learn quickly, work in an ever-changing environment, and readily adapt to and adopt new technologies; research and prepare reports;
• take initiative for ongoing personal professional development;
• function in an environment where professionalism and confidentiality are of primary importance;
• keyboard accurately at 50 w.p.m. and operate standard office equipment;
• record and distribute minutes for various committees;
• advanced computer literacy and experience with a variety of software packages is required;
• use MS Word, Excel, PowerPoint, Cayuse Database and Survey Tools at an advanced level;
• Good working knowledge of College policies, modern office practices and procedures with a proven ability to coordinate information;
• A working knowledge of database management systems such as Banner and Access.