Administration Coordinator

Research Competitions · Vancouver, British Columbia
Department Research Competitions
Employment Type Temporary Full-Time
Minimum Experience Mid-level

Administration Coordinator - 1 Year Term

Michael Smith Health Research BC

Michael Smith Health Research BC (formerly the Michael Smith Foundation for Health Research) has been a key participant in BC's health research and life sciences ecosystem since 2001. Funded by the province of British Columbia, we provide funding to researchers through a suite of awards designed to support and retain the talented people whose research improves the health of British Columbians, addressing systemic priorities, creating jobs and adding to the knowledge economy.

Key Responsibilities

  • Supports the Manager, Research Competitions on competition planning, promotion, process improvements, and award administration.
  • As a user of Michael Smith Health Research BC’s electronic grants management system, is responsible for the implementation and management of funding competitions and awards including:
    • Configuring, launching and coordinating the application review processes, which includes the recruitment of expert reviewers and the organization of review meetings.
    • Overseeing award administration tasks such as preparing the grants management system with competition results, issuing award letters and related documents; reviewing annual reports, budgets and financial statements; liaising  with the Finance department.
    • Closing out awards by acquiring the final reports, financial statements, and budgets in accordance with Michael Smith Health Research BC conditions of award.
    • Reconciliation of awards funds.
  • Leads and/or participates in the development or revision of forms, policies, guidelines and informational or training materials and other internal/external resources.
  • Develops and updates presentations on research funding competitions and delivers to various stakeholder groups.
  • Responds to competition and award related queries from applicants, award recipients, and institution staff (e.g., research facilitators, department heads, deans, finance personnel, etc.) in a timely fashion, including monitoring the Michael Smith Health Research BC Help Desk email and telephone line.
  • Works closely with all members of the Research Competitions team on Michael Smith Health Research BC competition delivery and award administration.
  • Contributes to and updates internal process documentation on the use of the electronic grants management system as needed for assigned research funding programs including applications, application review, award administration, and award reconciliation.
  • Develops and updates resources (e.g., user manual, tutorials, etc.) on the use of the electronic grants management system as needed.
  • Supports the back-end grants management system through user testing and quality assurance.
  • Plans, schedules, facilitates and coordinates meetings, workshops, and other events related to Michael Smith Health Research BC 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.

*This job description outlines the key responsibilities for the role, and is not meant to be exhaustive. Other responsibilities and tasks may be assigned, or may naturally become a part of this role over time.

Education/Work Experience

  • Undergraduate degree in a health or health research-related discipline or equivalent combination of education, training and experience.
  • 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 or familiarity with funding grants in a health research environment is
    an asset.
  • Must have experience with database applications.


  • 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 programs
    (Outlook, Word, Excel and PowerPoint).
  • Knowledge of concepts and processes related to databases and grants management systems.
  • Excellent attention to detail, strong organizational skills, and problem-solving ability are required.

How to Apply

If this sounds like you and you would like to play a role in maximizing the impact of health research in BC, please submit your resume and cover letter online at We thank everyone for their interest but only suitable candidates will be contacted. Posting closes on October 31, 2021.

Thank You

Your application was submitted successfully.

  • Location
    Vancouver, British Columbia
  • Department
    Research Competitions
  • Employment Type
    Temporary Full-Time
  • Minimum Experience