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The University of British Columbia (UBC) is a global centre for research and teaching. Surrounded by the beauty of the Canadian West, UBC embraces bold new ways of thinking that attract exceptional students and faculty. It is a place where innovative ideas are nurtured in a globally connected research community, providing unparalleled opportunities to learn, discover and contribute. 


Administrative Support 3
UBC Faculty of Medicine, Paediatrics
Regular Full Time
Vancouver, BC 


The Research and Scholarly Activities Assistant supports and maintains the research and scholarly activities of trainees within the UBC Department of Pediatrics. This position tracks and facilitates the research curriculum for learners at the Children's and Women's Hospital campus and promotes the research endeavors of trainees for the next generation of health researchers. This position will provide administrative support for the trainee's activities involving research projects, research course, research competitions, presenting abstracts, Academic Half Days, Grand Rounds and Advances, Journal Club and other scholarly activities. The position also provides administrative support for the Associate Head, Research and work with the Resident Research Course Coordinator. The Assistant will have excellent organizational skills and be able to liaise with trainees about their ongoing research projects. This position will maintain the annual calendar for research and scholarly activities, arrange for evaluation of research and scholarly activities, provide planning and support of research and scholarly events, prepare written correspondence and periodic reports. Performing other related duties will be required from time to time. 




Research Support:

  • Work with Research course leader to develop overall schedule and liaise with the curriculum / Academic Half Day committee on timing for the R1 research settings. This position will be responsible for entering the data to create and maintain the schedule and will be the point of contact regarding any schedule changes.
  • Arrange logistics for Research course including room bookings, distributed education bookings, coordinate speakers, handouts and learning resources ahead of time. Track course session attendance.
  • Prepare and distribute the evaluations of sessions and of the overall course. Ensure feedback goes back to speakers and provide report to the course director. Prepare a brief report at the end of each course for informing future sessions.
  • Ensure Tri-Coucil Policy Statement and research course completion information goes into resident portfolio.
  • Understands the important elements in the resident research curriculum and actively help plan and improve the course from year to year. Be able to trouble shoot if elements of the curriculum are not working well.
  • Identify on-line modules for residents / fellows who have missed key lectures of the course and track completion of these modules.
  • Organize the two "exposure sessions" in October where each Division presents research projects.
  • Act as a point person for questions around the resident research project, both for mentors and residents, and direct residents to appropriate online / UBC resources and mentors.
  • Track residents' progress in the research program using the Research Passport. Be able to identify when a resident is getting behind on the major milestones and flag that to the research mentor and research Director.
  • Support residents having difficulty with their projects by recommending research resources available and troubleshoot with their mentor or with other faculty members.
  • Distribute research block In Training Evaluation Reports to the appropriate mentor.
  • Provide an annual report on the research project process.
  • Organize the Mini-Grant Competition including announcements, receiving proposals, organizing review, and checking budget's eligibility.
  • Be aware of awards and grants that residents may qualify for, and support them in applying. 

Scholarly Activities:

  • Work with residents and faculty leaders to organize Journal Club. Tasks include helping to schedule topic areas, confirm faculty members, logistical support with room bookings, taking attendance, distributing articles and posting information about the Journal.
  • Coordinate evaluations of Journal Club and ensure feedback goes to the residents and into their portfolio.
  • Coordinate the Department's involvement in Celebrate Research Day, the Western Society of Pediatric Research, Canadian Pediatric Society and other scholarly meetings.
  • Provides administrative support to the Summer Course Leader and track resident involvement with the course.
  • Provides administrative support and logistical oversight over the display rooms at the annual CaRMS Interview Week for the residency program. Supports the planning and event day activities for the postgrad Orientation Day for residents and fellows. 


  • Administrative support to the Research Committee, including logistical duties of room bookings, scheduling meetings, developing agendas, taking minutes, and reminding faculty of action items.
  • Coordinate process for Mentor of the Year and other research awards. Track nominations and support the voting process.
  • Play a supporting role in various Education retreats and activities with other education staff.
  • Other administrative tasks and related duties. 



High School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience. Administrative experience in medical education or in providing research support strongly preferred. The ideal candidate will have had some exposure to clinical research or basic understanding of general research processes. Ability to work as part of a team on major education events as well as an ability to work independently. Has strong information technology skills for tracking data and using databases. Requires effective oral and written communication skills as well as proven organizational, time management, and interpersonal skills. Familiarity with UBC or other university medical research processes will be an asset.  


We invite you to apply by forwarding your curriculum vitae (CV) to


Anticipated start date is December 18, 2017. 


UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply. We especially welcome applications from members of visible minority groups, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to engage productively with diverse communities. However, Canadians and permanent residents of Canada will be given priority.

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