Financial & Administrative Officer

Colleges and Institutes Canada

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June 26, 2020
Ottawa, Ontario, Canada
Job Type
Closing Date


Reporting to the Controller, Finance the Financial and Administrative Officer is primarily responsible for providing effective and efficient administrative and financial support to the Outbound Student Mobility team. Duties will primarily relate to providing support for the logistics of Advisory Group meetings (including in Canada and overseas travel), technical elements related to communications and monitoring and evaluation, stakeholder/member engagement, and oversees the Request for Proposal and Selection Committee process, the preparation of contribution agreements, reports as well as financial processing.

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, through a competitive request for proposal process, to colleges and institutes in order 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 Officer will be reviewed jointly by the Controller, Finance and Manager, Mobility Programs based on objectives and work plans set annually.

Knowledge and Skills

General Requirements

  • 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 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.

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;
  • experience in database management;
  • demonstrated ability using Microsoft Office Suite (intermediate Excel).

Desired 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;
  • knowledge of results-based management (RBM).
  • knowledge of desktop publishing;

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

  • provide administrative support in the preparation of reports, research studies, correspondence, contracts and other documentation;
  • provide support with respect to meetings, workshops and conferences including, but not limited to, registration, travel arrangements, agendas, minutes, reports and expense claims;
  • assist in the preparation of the ESDC Financial Report on bi-annual basis for final approval by Finance and Manager/Director;
  • reconcile advances;
  • work with the Finance Department on solving challenges/problems/discrepancies regarding financial issues;
  • maintain files up-to date on a monthly basis, to provide accurate information to ESDC and member institution financial queries;
  • assist in the preparation and verification of expense 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;
  • support the Request for Proposal and selection committee process including, but not limited to, the elaboration of contribution agreements with member institutions.
  • Help maintain a database of participants, administer surveys and support overall monitoring and evaluation process;
  • respond to and/or refer to appropriate personnel, inquiries from member institutions and external agencies and dispatch information as required;
  • perform other related duties as may be assigned from time to time.


  • graduate from a post-secondary institution or an equivalent combination of education and relevant experience;

How to Apply

Interested candidates should submit a cover letter and résumé to Pat Serediuk, Manager, Human Resources before 4pm on July 16, 2020 via email to:

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.

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