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13 Sep 2018

Clerical / Administrative Senior Program Officer

Colleges and Institutes CanadaOttawa, Ontario, Canada

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Job Description



Position Identification:

Title: Senior Program Officer

Classification: Program Staff III

Supervisor: Manager, Canadian Parterships

Division: Government Relations and Canadian Partnerships

Salary: $73,039 to $89,399


Job Summary:

As a single-point-access that connects CICan members with the federal government, national associations, non-profits and private sector, Canadian Partnerships creates opportunities where partners can gain from members’ industry and academic expertise, and where members can enrich learning and expand employment prospects for their students and actively support economic development nationally, regionally and locally.

Reporting to the Manager, Canadian Partnerships, the Senior Program Officer (SPO) is primarily responsible for the planning, monitoring, controlling, reporting and budgeting of Canadian Partnerships programs and projects. An additional core responsibility includes engaging with: key staff at all levels in member institutions, project and program stakeholders, including federal government officials and industry partners. The SPO provides supplementary support and guidance to the Canadian Partnerships team in a financial, administrative and event organization capacity.

A key area of responsibility of the Senior Program Officer is the preparation and editing of reports in both official languages; information management, and website content management in support of the team’s priorities. The SPO has access to sensitive information with respect to Canadian Partnerships programs and projects and must ensure a high degree of confidentiality.

The work of the Senior Program Officer is reviewed by the Manager, Canadian Partnerships, based on objectives and work plans set annually.

General Expectations:

  • play a leadership, consulting and problem-solving role with members, partners, senior officials, funding agencies, stakeholders and Colleges and Institutes staff;
  • interact effectively with CICan staff, senior and administrative staff from member institutions, government and partner organizations and is expected to maintain these important relationships;
  • ability to function with a significant level of flexibility and autonomy, performing:
  • various and complex tasks under pressure with attention to detail;
  • prioritize multiple tasks and demands simultaneously;
  • sound judgment, tact and diplomacy;
  • ability to work effectively and efficiently within a team environment, and recommend results-based solutions;
  • make efficient and strategic recommendations;
  • troubleshoot as required and provide innovative problem solving solutions within the framework of the assigned program, project or activity;
  • have a thorough understanding and knowledge of accounting principles, Colleges and Institutes Canada’s financial policies and procedures;
  • treat everyone fairly and equitably and maintain high ethical standards;
  • have a good understanding of CICan’s goals and objectives, as well as its programs and services;
  • have a thorough understanding of the Division’s short term and long term objectives;
  • perform duties in accordance with CICan’s competencies, values and code of ethics; and
  • be able to travel domestically.

Specific Expectations: The Senior Program Officer will:

  • develop project plans to monitor and track progress,
  • track deliverables and support project and program team in the development of activities;
  • design and maintain project and program operational processes using information and data management systems;
  • ensure that all projects are delivered on-time, within scope and within budget;
  • manage changes to project scope, project schedule and project costs using appropriate verification techniques;
  • measure project performance using appropriate tools and techniques;
  • liaise with program and project partners and stakeholders on a regular basis;
  • prepare and update budgets, cash flows, financial reports and advance requests for projects and programs;
  • perform risk management to minimize project risks;
  • contribute to the development of communication tools including the website, brochures, reports, presentations and social media;
  • ensure a consistent quality and style in writing and graphic design elements which meet the Association’s image and presentation standards as led by the Communications and Stakeholders Engagement Division;
  • review/approve payment requests to consultants and expense reports prepared by program and project team members to ensure proper account codes used and/or identify inconsistencies and irregularities;
  • provide assistance to external financial auditors during program audits;
  • provide the Manager and Director, Canadian Partnerships and other divisions and teams with statistical and data reports as required;
  • verify that financial transactions comply with CICan policies and all relevant contractual obligations as well as funder obligations are met;
  • prepare agendas, minutes, reports and related documents as well as ensure that decisions are followed up in a timely fashion, and that problem areas are brought to the attention of the Manager;
  • draft/review contracts with consultants and partners and monitor deliverables and contract requirements;
  • attend conferences and events as required ;
  • perform other related duties as may be assigned from time to time.

Minimum Requirements:

  • graduate from a post-secondary institution or an equivalent combination of education and experience;
  • demonstrated understanding of the Canadian educational milieu, focusing on the college/institute system;
  • proven working experience in project management;
  • demonstrated leadership, decision-making and problem-solving capabilities;
  • solid organizational skills including attention to detail and multitasking skills;
  • strong writing and copy editing skills in English;
  • fluency in both written and verbal French and English;
  • excellent communication skills ;
  • demonstrated abilities in budget development and management;
  • experience in the preparation various reports including financial reports for projects, and in reconciliations etc.;
  • experience in strategic planning, preferably as it relates to project/program operations;
  • ability to exercise discretion and professionalism;
  • proficient in managing information and administrative processes;
  • excellent research and analytical abilities, especially as they relate to financial analysis;
  • demonstrated ability using Microsoft Office Suite (advanced Excel).

Desirable Abilities/ Experience:

  • Project Management Professional (PMP) certification is an asset.


Interested candidates should submit a cover letter and résumé to Roxanne Cantin, Senior Personnel Officer before 4pm on October 12th, 2018 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. We thank all applicants in advance however only those selected for an interview will be acknowledged.


Reasonable Accommodation We will make every reasonable effort to accommodate prospective candidates under any of the protected grounds of discrimination. Should you need an accommodation, please make the request as soon as possible. If the accommodation is related to a medical or health condition, you may be required to provide confirmation from a medical professional that you require the accommodation. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.



Job Categories: Full-time. Job Types: Clerical / Administrative.

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