Administrative Coordinator, International Partnerships

Colleges and Institutes Canada

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Description

Responsibilities 

Reporting to the Manager of Operations, the Administrative Coordinator is responsible for providing effective and efficient administrative support to the Manager and project-related support to staff, including, maintaining and gathering information, undertaking research as required, maintaining administrative, information and tracking systems, preparing and editing key program communications and documents. The Administrative Coordinator supports the development, planning and implementation of multiple projects, project activities and business development initiatives, including the preparation of contracts, the preparation of financial documents, work plans, budgets, research, reports/briefs writing, charts/tables/graphics, preparing presentations and coordinating day-to-day work.  Arranging travel and other related documents for the Manager of Operations and staff, consultants, project participants and colleges is a critical aspect of this position.

Based in Ottawa, the Administrative Coordinator will support current and future projects within the International Partnerships unit, including the Empowerment through Skills Program. Funded by Global Affairs Canada (GAC), this program facilitates the participation of Canadian colleges and institutes in supporting and building capacity and access to education, employment and entrepreneurship for women/men and young adolescent girls/boys by supporting the development and building of local capacity in Tanzania.

The work of the Administrative Coordinator is reviewed by the Manager of Operations, Caribbean & Anglophone Africa based on objectives and workplans set annually.

The Administrative Coordinator will:

  • provide administrative support to projects’ staff;
  • provide support to the Manager of Operations, the Senior Program Officer and the Program Officer by organizing meetings, workshops and conferences including, but not limited to, travel arrangements, itineraries, agendas, minutes, and reports;
  • provide administrative support in the preparation of reports, research studies, correspondence, contracts and other documentation;
  • assist in formatting annual work plans, budgets, reports, core documents (Logic Model, Performance Measurement Framework and Risk Register) handbooks, manuals, workshop materials and other documents, if and as required;
  • proofread written documents to ensure quality and accuracy of English;
  • create a database of contact lists for the various projects, establish and maintain SharePoint and MS Teams administrative files, and extract data to create reports;
  • 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;
  • assist in the draft preparation and formatting of contracts;
  • assist in formatting and updating of project related operations manuals and work templates;
  • assist in scanning, printing, mailing and courier of documents, packaging and preparation of mission materials, etc, from the CICan office in Ottawa;
  • perform other related duties as may be assigned from time to time.

Minimum Requirements 

Education and Experience 

  • Graduate from a post-secondary institution or an equivalent combination of education and relevant experience;
  • Experience in project management and/or event management;
  • A minimum of 2 years office experience in database management and conducting internet research;
  • Ability to write at a professional level.

Qualifications 

  • Proficiency in office and administrative tasks;
  • Strong communication, organizational and interpersonal abilities;
  • Knowledge of financial and accounting processes;
  • Fluency in both written and verbal English;
  • Demonstrated ability using Microsoft Office Suite, particularly intermediate level in Word, Excel and Powerpoint;;
  • Ability to work with minimal supervision;
  • Ability to work effectively within a multi-team environment. 

Desirable Abilities

  • Knowledge of the Canadian college system;
  • Familiarity with social media and website content development;
  • Knowledge of desktop publishing;
  • International work experience;
  • Fluency in both written and verbal French;
  • Knowledge of results-based management (RBM).

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

How to Apply   

Interested candidates should submit a cover letter and résumé before December 3, 2021.

CICan is an equal opportunity employer and values diversity in its workforce. We recognize that diverse teams generate unique solutions, ideas, and perspectives. Therefore, we welcome and encourage applications from women, persons with disabilities, BIPOC (Black, Indigenous, and People of Colour) individuals, and people of all sexual orientations and gender identities. 

Do not hesitate to contact 613-746-2222 x. 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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