Operations Coordinator, Mother Tree Project & Program

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Operations Coordinator, Mother Tree Project & Program

Department

Research | Simard Lab | Department of Forest and Conservation Sciences | Faculty of Forestry

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

May 13, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Jun 15, 2026

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The Mother Tree Project is a pioneering research initiative led by Dr. Suzanne Simard that explores how trees are connected through underground fungal networks—known as mycorrhizal networks—and how these connections influence forest health, resilience, and regeneration. By studying the role of “Mother Trees,” which are large, central trees that nurture seedlings and facilitate communication among surrounding trees, the project aims to inform more ecologically sound and regenerative forestry practices. Situated in British Columbia’s forests, the program works at the intersection of scientific research, Indigenous knowledge, and community outreach to address the pressing challenges of biodiversity loss and climate change.

The Operations Coordinator supports the day-to-day administration of the Mother Tree Project and Program, facilitating efficient procedures across research activities, funding administration, and community engagement. This role coordinates a wide range of operational functions to ensure consistency, compliance, and streamlined processes within a dynamic research environment. The position also supports the integration of Indigenous knowledge systems and equity-based practices across program operations.

Organizational Status
Reports to Dr. Suzanne Simard and Steph Troughton. Works in close coordination with other staff, faculty, and internal units including the Faculty of Forestry, Research Finance, and Departmental Administration.

Work Performed

Operational Coordination

- Coordinates the development and maintenance of internal systems (e.g., project management tools, documentation libraries) to support research, outreach, and funding activities.

- Implements and maintains clear processes for remote collaboration, including organizing procedural documentation, naming conventions, and internal communication workflows.

- Acts as the central point of contact for administrative communication between the Mother Tree team and internal/external stakeholders (e.g., UBC units, granting agencies, donors).

- Facilitates collaboration with the Faculty’s Development and Engagement team by exchanging updates on fundraising prospects and coordinating follow-up activities.

- Maintains schedules, meeting logistics, and records to support team operations and planning.

Human Resources Coordination

- Coordinates HR processes such as job postings, appointment paperwork, onboarding/offboarding, and routine evaluations.

- Supports compliance with UBC’s HR policies, collective agreements, and EDI principles by preparing documentation, tracking status, and flagging discrepancies.

- Identifies training and development opportunities, and supports logistical arrangements for participation in relevant workshops or courses.

- Maintains safety protocols and documentation, coordinates required certifications, and acts as the primary contact for safety-related inquiries.

- Works with the departmental safety contacts and Faculty’s Safety Committee to ensure ongoing compliance and readiness for inspections or incidents.

Finance and Grant Administration

- Coordinates budget preparation and review processes in collaboration with the Research Manager and Departmental Administrator.

- Tracks expenditures, processes transactions, and reconciles financial records for grants, donations, and general operating funds.

- Prepares and submits documentation required for grant applications, financial reporting, and compliance purposes.

- Monitors timelines for grant deliverables and reporting requirements, and maintains centralized systems to ensure accurate and timely submissions.

- Facilitates communications with UBC Finance, ORS, UILO, and other administrative offices to address inquiries and ensure alignment with university processes.

Other Duties

- Coordinates special events and internal initiatives as needed.

- Responds to confidential inquiries and provides information related to policies, procedures, and program operations.

- Completes other administrative duties appropriate to the scope and level of the position.

Consequence of Error/Judgement

The Operations Coordinator plays a critical role in ensuring the Mother Tree Project and Program meet their operational objectives. Errors in judgment, poor coordination, or failure to maintain compliance with HR, financial, or safety policies may result in project delays, funding issues, or compromised research quality.

Supervision Received
The position is supervised by Dr. Suzanne Simard and Steph Troughton. Staff are empowered to execute responsibilities independently within assigned areas.

Supervision Given
Supervise Lower classified positions within the team CUPE staff and students of 1.0 FTE.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

- A university degree in a relevant field (e.g., Business Administration, Organizational Management, Environmental Science) preferred. 

- Strong knowledge of UBC’s administrative, HR, financial, and operational processes, including collective agreements and EDI principles.

- Proven organizational and problem-solving skills, with the ability to manage complex workflows and stakeholder relationships.

 - Ability to prioritize and manage multiple responsibilities in a dynamic, fast-paced environment.

- Ability to stay flexible and adapt to rapidly changing work tasks and priorities, recognizing that requirements can shift frequently to meet evolving project and program needs.

- Proactive approach to identifying and resolving conflicting priorities.