Financial & Administrative Coordinator

Colleges and Institutes Canada

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Description

Reporting to the Director, Financial Services the Financial and Administrative Coordinator is primarily responsible for providing effective and efficient administrative and financial support to the Outbound Student Mobility team.

The Outbound Student Mobility program is a multi-million-dollar pilot funded by Employment and Social Development Canada (ESDC) and administered jointly with Universities Canada. The overall objectives are to increase the capacity of Canadian post-secondary institutions to deliver international study or work abroad opportunities to students, and to increase the skills and intercultural competencies of participating students such that they are better equipped to meet the needs of employers and succeed in a changing job market. As such, CICan will be responsible for distributing and facilitating grant funding to colleges and institutes to fund study or work abroad opportunities for students in a manner that will address four key priorities:

  • Increase the overall number of Canadians students studying/working abroad;
  • Increase the participation of target groups, including those from low-income families, indigenous students, and students with disabilities;
  • Diversify destination countries where Canadian students pursue international work and learning opportunities; and
  • Test innovative approaches to maximize uptake and reduce barriers to study/work abroad.

The work of the Financial and Administrative Coordinator will be reviewed jointly by the Director, Financial Services and Manager, Mobility Programs based on objectives and work plans set annually.

Knowledge and Skills

Minimum Requirements:

  • proficiency in office and administrative tasks;
  • good communication, organizational and interpersonal abilities;
  • demonstrated experience in financial and accounting processes;
  • fluency in both written and verbal English and French;
  • demonstrated ability using Microsoft Office Suite (intermediate Excel).

Desirable Abilities/Experience:

  • work experience at a Canadian post-secondary institution and/or knowledge of the Canadian college system;
  • demonstrated knowledge and experience working with the Federal government, specifically Employment and Social Development Canada;
  • ability to provide website support;
  • international work experience;

 

COMPETENCIES

Planning and Organizing 

We craft and follow plans using logical procedures to determine priorities and assess the actions, time, and resources needed to achieve goals. 

  • Identifies who needs to be involved and when. 
  • Identifies who will do what, when, considering group members' skills, needs and, if possible, preferences. 
  • Sets timelines and work steps. 
  • Monitors progress and use of resources (e.g., people, supplies, money). 

 Analytical Thinking 

We analyze and synthesize various types of information logically to understand situations, break down issues, identify options, and support sound decision-making.   

  • Identifies critical connections and patterns in information/data. 
  • Draws logical conclusions based on in-depth analysis of information. 
  • Recognizes causes and consequences of actions and events that are not readily apparent. 

 Attention to Detail 

We work in a conscientious manner to ensure accuracy and thoroughness, paying close attention to information to organize tasks and deliverables efficiently. 

  • Identifies main concepts and ideas when reading straightforward documents. 
  • Ensures accuracy and completeness, spotting inconsistencies or discrepancies that indicate improvements are needed to ensure quality of work. 
  • Verifies the accuracy of important details. 

CORE COMPETENCIES

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. 

Duties and Responsibilities

General Expectations:

  • work effectively within a multi-team environment;
  • accomplish various functions of a complex nature, requiring initiative and self-direction;
  • self-prioritize and organize work effectively and efficiently and ensure quality of work, often with tight deadlines and shifting priorities;
  • interact effectively with Association staff, senior administrative staff from member institutions, partners and external agencies;
  • treat everyone fairly and equitably and maintain high ethical standards;
  • demonstrated ability to work independently and under pressure with attention to detail;
  • perform duties in accordance with Colleges and Institutes Canada’s competencies, values and code of ethics;
  • ability to work with minimal supervision.

Specific Expectations

  • provide administrative support in the preparation of reports, research studies, correspondence, contracts/contribution agreements and other documentation
  • provide administrative support with respect to the organization of meetings, workshops and conferences including, but not limited to, registration, travel arrangements, agendas, note taking/minutes, reports and expense claims
  • work with the Finance Department on solving challenges/problems/discrepancies regarding financial issues
  • assist in the preparation of expense reports for ESDC and the verification of those submitted by member institutions
  • assist in the preparation of documents for financial processing, including budgets, statements, claims and financial reports as well as the processing of invoices and the reconciliation of advances
  • 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

Graduate from a post-secondary institution or an equivalent combination of education and relevant experience

How to Apply

How to Apply

Interested candidates should submit a cover letter and résumé before May 13, 2021.

CICan is an equal opportunity employer and values diversity in its workforce. Do not hesitate to contact 613-842-5827 if you require alternative arrangements to submit your application.

CICan provides accommodations during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Employees who are full-time internal candidates, as defined by the Collective Agreement, will be given first consideration. We thank all candidates for their interest, however, only those selected to continue in the selection process will be contacted.

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