Research Operations and Communications Coordinator

University of British Columbia•Kelowna, BC

12d•Onsite

About The Position

This position provides support for the Applied Behaviour Change Lab, located in the Centre for Health Behaviour Change in the School of Health and Exercise Sciences at UBC Okanagan. The role specifically assists the Principal Investigator, Dr. Heather Gainforth, in managing multiple grants, trainees (undergraduate, graduate, and postdoctoral), and diverse internal and external partners. It serves an integrative function across the lab, encompassing financial accountability, project coordination, scheduling, compliance, and communication. The coordinator works closely with the Principal Investigator to ensure research activities are well-organized, deadlines are tracked, systems are maintained, and communication with partners is clear, responsive, and accessible. The Lab’s research focuses on knowledge mobilization and translation, behavioural science, and integrated knowledge translation research partnerships, with a specific emphasis on working with people with physical disabilities, particularly people with spinal cord injury.

Requirements

Undergraduate degree in a relevant discipline.
Minimum of two years of relevant experience, or an equivalent combination of education.
Demonstrated willingness to respect diverse perspectives, including perspectives that may differ from one’s own.
Demonstrated commitment to enhancing one’s awareness, knowledge, and skills related to equity, diversity, inclusion and accessibility, particularly in collaborative or community‑engaged contexts.

Nice To Haves

Master’s degree in a relevant discipline (or nearing completion) would be considered an asset.
Experience supporting administrative, operational, coordination, or communications functions in a research, academic, or related professional environment.
Experience or training in administration, partnership development, and/or communications.
Experience in project management, including coordination of multi‑phase and/or multi‑method research projects.
Experience supporting the preparation and submission of research grants, including familiarity with grant portals such as ResearchNet and Common CV.
Experience using project management and workflow‑tracking tools (e.g., monday.com, Asana, Trello, MS Planner, or similar platforms).
Experience working in research partnerships involving researchers, trainees, community partners, and/or research users.
Knowledge of or interest in knowledge translation and mobilization, behaviour change, implementation science, and/or partnered research approaches.
Experience supporting research ethics submissions, amendments, renewals, and ongoing compliance with Research Ethics Board requirements.
Experience with research data management, including data tracking, organization, documentation, storage, and archiving.
Strong written and oral communication skills, including experience drafting and editing research reports, grant materials, newsletters, website content, blog posts, and presentations.
Experience coordinating and maintaining internal and external communications, including websites, newsletters, social media, and partner updates.
Familiarity with social media platforms, digital engagement strategies, and basic analytics (e.g., Google Analytics or platform‑based metrics).
Basic understanding of graphic design principles and experience using tools such as Canva, Adobe Acrobat, and/or Adobe Creative Suite (e.g., Photoshop).
Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint).
Experience using data‑related and reference‑management tools such as Excel, NVivo, SPSS, Qualtrix, FluidSurveys, Zotero, or other reference managers.
Familiarity with the appropriate and ethical use of AI‑supported tools (e.g., for drafting, editing, organizing, summarizing, or workflow support), with an understanding of confidentiality, accessibility, and responsible use in research and administrative contexts.
Demonstrated understanding of equity, diversity, inclusion, and accessibility, particularly in research or community‑engaged contexts.
Strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities and deadlines.
Ability to exercise initiative, apply sound judgment, and contribute to continuous improvement of systems and workflows.
Demonstrated ability to work effectively both independently and as part of a collaborative team.
Demonstrated organizational skills.
Ability to work proactively in a dynamic research environment.

Responsibilities

Leads and supports financial and administrative tasks related to research activities.
Ensures financial protocols are implemented accurately and in compliance with institutional and funder requirements.
Assists with the preparation, administration, and tracking of grant applications, budgets, and strategic work plans in collaboration with the Principal Investigator.
Assists with writing grant proposals and liaises with granting agencies and institutional offices on a variety of administrative and reporting matters.
Supports preparation of financial and narrative components of grant reports and annual reports as required.
Ensures timely notification of the Principal Investigator and research team regarding financial issues, risks, or required follow‑up.
Leads and supports day‑to‑day administrative and operational functions of the lab.
Oversees project coordination and monitors workflow to ensure alignment between project plans, timelines, and execution.
Tracks project progress, deliverables, and dependencies; follows up and recommends action as needed to support timely completion of project targets.
Coordinates and participates in research team meetings, including preparation, documentation, and follow‑up.
Supports recruitment of trainees and hiring of research assistants, including drafting position descriptions, posting positions, and screening applicants.
Coordinates onboarding and offboarding of research assistants, trainees, and undergraduate students, including leading orientation and training related to onboarding, daily activities, and off‑boarding processes.
Ensures research ethics, research data management, and compliance protocols are appropriately established, implemented, monitored, and maintained.
Monitors workflows to support high‑quality data collection, tracking, management, and archiving.
Arranges and coordinates equipment or technology maintenance as required.
Ensures timely notification of the Principal Investigator and research team of operational issues, risks, or emerging concerns.
Performs other related duties consistent with the scope of the position as required.
Coordinates and facilitates internal and external communications related to the research program.
Prepares, composes, edits, and proofreads reports and documents for publication, academic proposals, grant applications, annual reports, and presentations.
Provides support and expertise to design, write, proof, disseminate, and maintain internal and external communications, including: Website content, Community and partnership updates, Posters, letters, and memos, Social media content, Video, podcast, and other multimedia materials.
Coordinates communications and engagement activities across platforms and formats (e.g., website, graphic design, social media, video, podcasts, in‑person events).
Responds to inquiries from research participants, partners, and community or government groups related to ongoing research.
Builds and maintains effective working relationships within and outside the lab, including with students, trainees, researchers, staff, partners, and community members.
Applies accessibility‑informed and respectful communication practices when working with all partners including diverse disability communities.