Title: Administrative Coordinator
Job status: Full-Time
Classification: PS I
Reports to: Manager of Operations, Caribbean & Anglophone Africa (YAW-K-TVET)
Division: International Partnerships
Salary Range: $50,961 to $62,370
Posting Date: February 10, 2020
Closing Date: February 21, 2020
Competition Number: 2020-14
Located in the heart of the nation’s capital, Colleges and Institutes Canada (CICan) is the voice of Canada’s publicly supported colleges, institutes, cégeps and polytechnics, and an international leader in education for employment in over 25 countries. CICan’s members add over $190B to Canada’s economy annually and contribute to inclusive economic growth by working with industry and community partners to offer more than 10,000 programs to learners in urban, rural, remote, and northern communities.
CICan is an innovative, responsive and entrepreneurial learning organization that values diversity, accountability and transparency and supports the ongoing development of the country’s college and institute system and its people.
Reporting to the Manager of Operations, the Administrative Coordinator is responsible for providing effective and efficient administrative support to the Manager of Operations, the Senior Technical Advisors (STAs) and other project-related support staff in Canada and overseas. The Administrative Coordinator primarily supports the Manager of Operations, Senior Program Officer, Finance and field-office-based Finance Officers with financial processes for the assigned programs including budgets, review of financial reports and field office expenses.
The work of the Administrative Coordinator will be reviewed by the Manager of Operations based on objectives and work plans set annually. The Administrative Coordinator is expected to work closely with the Senior Program Officer, Finance and field-based finance officers.
The Administrative Coordinator will:
• provide administrative support in the preparation of financial reports, correspondence, contracts and other documentation;
• provide support with respect to meetings, workshops and conferences including, but not limited to suppliers, invoices and expense claims;
• assist in the preparation of financial and narrative reports for final approval by Finance and the Manager of Operations;
• assist in the preparation and verification of expense reports;
• reconcile advances;
• assist with the financial components of supplier and college contracts;
• work with the Finance Department on solving challenges/problems/discrepancies regarding financial issues with assigned programs;
• maintain files up-to date on a monthly basis, to provide accurate information to financial queries from funders;
• assist in the preparation of financial data tables for field offices;
• prepare payments for overseas allowances and other types of payments;
• assist in the preparation of documents for financial processing, budgets, statements, claims and financial reports;
• provide graphic and technical support in the preparation of documents;
• conceptualize reporting formats and compile evaluation data for project selection;
• respond to and/or refer to appropriate personnel, enquiries from member institutions and external agencies and dispatch information as required;
• perform other related duties as may be assigned from time to time.
Education and Experience
• graduate from a post-secondary institution or an equivalent combination of education and relevant experience;
• A minimum of 2 years of experience providing financial support, including, but not limited to, experience preparing financial claims and reports for programs, budgets and reconciliations;
• demonstrated experience in financial and accounting processes;
• proficiency in office and administrative tasks;
• good communication, organizational and interpersonal abilities;
• fluency in both written and verbal English and French;
• knowledge of desktop publishing;
• demonstrated ability using Microsoft Office Suite (intermediate Excel).
Agility: We thrive in a complex environment that requires nimbleness and adaptability, and we anticipate and respond to changes with quick and resourceful actions.
Inspiring Others: We motivate individuals to strive for excellence and commit to common goals and purposes, as we create a sense of self-efficacy, resilience, and persistence in others.
Integrity: We treat others fairly and respectfully, and we further the standing of the organization and its relationships of trust with our members and other stakeholders.
• knowledge of the Canadian college system;
• international work experience;
• A complete benefit package
• Generous group RRSP contributions
• Great work environment with flexible hours
• 4 weeks vacation
• Time off with pay between Christmas and New Years
• Summer hours
• Generous paid time off package including paid sick time, medical/dental appointment leave and family sick leave)
• Corporate discounted gym membership
• Professional development opportunities
How to Apply
Interested candidates should submit a cover letter and résumé to Kim Royer, Human Resources Manager before 4pm on February 21, 2020 via email to: firstname.lastname@example.org.
CICan is an equal opportunity employer and values diversity in its workforce. Do not hesitate to contact me if you require alternative arrangements to submit your application.
CICan provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise me if you require any accommodation.
We thank all candidates for their interest, however, only those selected to continue in the selection process will be contacted.