Job Description

Administrative Coordinator, Research Ethics Board,

BC Children\'s & Women\'s Health Centre,

Vancouver BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

The Administrative Coordinator is responsible for coordinating the administrative activity of the Research Ethics Board (REB). This includes the screening of post approval activities and submissions to ensure completeness and the subsequent assignment for review to REB members. It also includes the facilitation of the institutional approval process via an Access database including data entry for hospital programs and the issuance of approval certificates. The Administrative Coordinator invoices and tracks REB fees and liases with REB members regarding availability and attendance at monthly meetings. The Administrative Coordinator also supports the REB Chair, Manager and the Coordinator to ensure researcher compliance with UBC, national and international policies and guidelines and standards

What you\xe2\x80\x99ll do

• Review post approval submissions by for completeness and conformity with guidelines, and assigns to applicable research board members for review. Compile post-review comments and forwards to researchers via RISe system. Prepare certificates of approval, provisos and deferrals and distribute information as directed.
• Interpret ethics principles and general science knowledge to ensure studies are compliant within ethics guidelines.
• Perform as the first point of contact for scientists for inquires, question, and concerts and determines priorities for escalation and special meetings. Influence other in order to resolve or address gaps in ethics applications.
• Utilize the secure web-based system to process applications, review and approve and identify inconsistencies or deficiencies, reporting content or technical issues, and works with internal and external staff to resolve content, functionality or connectivity problems. Provide training to Board members on the usage of the web-based system.
• Establish a membership availability tracking system to ensure applications are assigned accordingly. Receive information and create files for human subject research projects, and enter requisite information into the database.
• Upload utilization requirements to database, issuing missing documentation reminders and tacking receipt of completed forms.
• Monitor notices of Annual Renewal of Ethical Approval required for active and closed research projects and follows up when required. Maintain REB archive files.
• Maintain record of REB fee payments when applicable, processes cheques for fees for service and maintains appropriate records.
• Provide administrative support to Board Chair and staff, to ensure researcher compliance with internal and external standards and policies is adhered to. Proactively identify documentation requiring revision, update forms and guidelines to reflect changes in policies and procedures, and assist in ensuring standards for the conduct or human research ethics are met.

What you bring

Education, Training and Experience

• A level of education, training, and experience equivalent to Diploma business administration or related field and a minimum of three (3) to five (5) years related experience working in an administration/clerical position, preferably in a hospital or university setting with emphasis on research processes and awareness. Advanced word processing and knowledge of spreadsheets and databases required.

Skills & Knowledge

• Detail orientated with the ability to work quickly and accurately in the assigned timelines to organize and prioritize a high volume of work accurately to successfully meet both internal and external deadlines and manage concurrent multiple projects.
• Ability to function independently and exercise a high level of tact and diplomacy. Able to communicate effectively in English, both verbally and in writing.
• Ability to maintain co-operative relationships with the research community. Capable of reading difficult or complicated text analytically and critically and able to follow and record committee discussions that may involve medical terminology and to summarize relevant information in clear and succinct English.
• Ability to disseminate information quickly to those who need it. Proven ability to cope with interruptions and changing priorities and deadlines.
• Able to become quickly conversant with the function of the web-based system.
• Ability to make decisions and determine appropriate action to take in handling inquiries.
• Ability to research documents, procedure manuals, administrative guidelines and policies of the University, governmental regulatory agencies and other national and international oversight agencies.
• Ability to type 60 wpm.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC\'s Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That\xe2\x80\x99s why we\xe2\x80\x99re focused on your care too \xe2\x80\x93 offering health, wellness, development programs to support you \xe2\x80\x93 at work and at home.

• Join one of BC\xe2\x80\x99s largest employers with province-wide programs, services and operations \xe2\x80\x93 offering vast opportunities for growth and development.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San\xe2\x80\x99yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job Type: Regular Full-Time

Wage: $52,156.00-$68,455.00/yr. The starting salary for this position would be determined with consideration of the successful candidate\xe2\x80\x99s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

Location: 4500 Oak Street, Vancouver BC V6H 2N9

Hours of Work: 0830-1630/ 0900-1700, Mon-Fri

Requisition # 143414

What we do

BC Children\'s & Women\'s Health Centre is part of the Provincial Health Services Authority (PHSA). (BCCH) provides care for the most seriously ill or injured children and youth from across British Columbia. (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education.

The Provincial Health Services Authority ( ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people \xe2\x80\x93 Be compassionate \xe2\x80\x93 Dare to innovate \xe2\x80\x93 Cultivate partnerships \xe2\x80\x93 Serve with purpose.

Learn more about PHSA and our programs:

PHSA and BC Children\'s & Women\'s Health Centre are committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of April 10, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday \xe2\x80\x93 Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.
Labor Agreement Excluded
Requisition # 143414-2397146
Work Site 4500 Oak Street, Vancouver BC V6H 2N9
Job Type Regular, Full-Time
Salary/Rate $52,156.00 - $68,455.00 / Year
FTE 1.00
Hours of Work 0830-1630/ 0900-1700
Work Days Mon, Tue, Wed, Thu, Fri
Expiry Date

Provincial Health Services Authority