Research Ethics Coordinator

Research Ethics Coordinator

Tracking Code: req328

Faculty/Department: Office of VP, Research and Innovation

Number of Positions: 1

Appointment Type: Full-Time Continuing

Hours of Work: 35 hours per week 

Salary Range: Level 7 – Starting Salary, Step 1 $54,848

Posting Date: September 15, 2022

Closing Date: October 20, 2022

The link to apply:

Job Summary: 
The Research Ethics Coordinator (REC) is responsible for the efficient and effective research ethics review of applications involving human participants to ensure that the study meets the ethical standards outlined in applicable policies, standards, regulations and guidelines governing human research participant protection.  The REC will work closely with the REB Chair, Vice-Chair and Manager Research Ethics to support their decision process, through interpreting national and institutional policies and procedures. The REC shall be an appointed non-voting member of the REB that conducts ethical reviews of minimal risk studies.

Nature of work:                      
The Research Ethics Coordinator (REC) is a member of the Office of Research Services (ORS) team within the Office of the Vice President Research and Innovation.  The position reports to the Manager Research Ethics and provides dedicated ethics reviews support to the Research Ethics Board (REB). 

Working in an open office environment during business working hours.  Currently, work conditions are virtual but subject to change.  There may be some travel between campus sites to attend meetings. 

1. Research Ethics Reviews:

  • Coordinates and conducts reviews for all minimal risk research ethics applications submitted to the Research Ethics Board.
  • Conducts an in-depth review of the new research study applications, change requests, protocols/proposals, unanticipated problem report forms, adverse events, renewals, closures and clarification responses.
  • Conducts in-depth reviews on the ethical merits of assigned research projects involving human participants for minimal risk applications. This includes reviewing the REB application and supporting materials.
  • Writes decision letters for minimal risk applications on behalf of the REB.
  • Reviews responses to REB decision letters from minimal risk reviews and assesses if responses have satisfactorily addressed the concerns raised by the REB.
  • Provides a recommendation for a decision to the REB Chair/Vice-Chair for final decision.
  • Responds to researcher queries, and/or routes to the appropriate individuals (e.g., REB Chair, Vice-Chair, Manager Research Ethics) when appropriate.
  • Works with researchers on submissions of REB applications.
  • Communicates final study approval letters approved by the REB.

2. Assist Manager Research Ethics:

  • Organizes REB meetings as directed by the REB Chair, Vice-Chair and/or Manager Research Ethics.
  • Prepares agenda, oversees meeting logistics, and meeting materials for dissemination to REB.
  • Attends REB and Animal Care Committee meetings to note take on meeting discussions.
  • Organizes REB consultation meetings with the REB and researchers, and oversees meeting logistics.
  • Provides administrative support to special projects involving process improvement and research ethics education initiatives led by the Manager Research Ethics.
  • Participate in training and education initiatives related to research ethics.
  • Assist Manager Research Ethics with other duties as assigned. This may include, during high volume times, assistance with the animal care committee.

3. Database management:

  • Performs daily workflow operations, monitoring research files for compliance, and data entry using the online ethics review system.
  • Ensures all accurate research ethics records involving human participant research are maintained according to policies and procedures for the Office of Research Services and applicable regulations.
  • Sends study notifications to primary applicants using the online ethics review system when attention is required.

4. Customer Service and Communications:

  • Provides client services by assisting end-users with the online ethics review system, guidance on how to submit to the compliance committees that includes login and troubleshooting questions.
  • Responds to status queries regarding REB application submissions in the online ethics review system.
  • Updates content on the REB homepage and Twitter account.

Required Skills

  • Knowledge of research methods and experimental design involving human participants that is used in the range of disciplines encompassed by university faculties.
  • In-depth familiarity with current ethical standards, requirements and regulations for research involving humans (e.g., TCPS2) and how to apply this knowledge in research ethics reviews.
  • Interpret complex guidelines, regulations and policies (both internal and external) and provide answers to researchers based on critical assessment and gathered input.
  • Excellent written and oral communication skills with the ability to analyze and interpret inquiries and explain complex regulations and policy requirements in a clear and concise manner is required.
  • Must be able to communicate and liaise effectively with the REB Chair, Vice-Chair, Manager Research Ethics, investigators, research coordinators and administrative staff throughout the university.
  • Exercise good judgement, manage ambiguity and uncertainty, including troubleshooting problems.
  • Attentive to details and able to handle sensitive and confidential material.
  • Ability to work in a fast-paced environment with multiple competing priorities and deadlines.


  • Undergraduate degree, with a masters preferred, in a research-related field (in the area of health sciences or social sciences).

* Verification of Academic credentials may be required

Required Experience

  • Minimum 1 to 3 years of recent experience in human research ethics compliance is strongly preferred.
  • Experience with the application of research ethics principles (e.g. the Tri-Council Policy Statement 2) or similar research compliance programs would be an asset.
  • Experience working with research study documentation (e.g. application forms, protocols/proposals, consent forms, data collection forms and research tools) would be an asset.
  • Experience in a university research environment and working with multiple stakeholders.
  • Experience with database management and data entry.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume through the HR website. Applications will be accepted until October 20, 2022 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website and which may be amended from time-to-time.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.

Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

Prior to May 1, 2022, the university required all students, faculty, staff and visitors (including contractors) to be fully vaccinated against Covid-19 as defined by our mandatory vaccine directive. This directive was paused, effective May 1, 2022, but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts. All employees of the university will be expected to comply with the requirements of this directive.

The university recognizes faculty and staff may require accommodations. We are committed to an accommodation process in which individualized needs (e.g. for medical and religious/creed grounds) are appropriately addressed under the Ontario Human Rights Code. A COVID-19 Vaccination Accommodation Application Form is available. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 10/17/2022