Administrative Coordinator, Grants and Projects

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
  • Administrative / Clerical Support
  • Program / Project Management
Contract - Full Time
  • Ontario - Metro Toronto Area - Toronto
Experienced (Non-manager)N/A2019-10-102019-10-25

About the Employer

Established in 2011, the Ontario Council on Articulation and Transfer (ONCAT) was created to enhance academic pathways and reduce barriers for students looking to transfer among Ontario's 45 publicly funded colleges, universities and Indigenous institutes. As a member organization, it works with those institutions to develop transfer credit policies and practices to ease student mobility.


About the Position

This position provides core administrative support to ONCAT’s funding programs and committees. The Administrative Coordinator plays an essential role in ensuring ONCAT grantees receive the administrative support they need throughout their projects to ensure open lines of communication between grantees and ONCAT staff, and that projects progress in the most effective ways. This includes ensuring reporting and financial record-keeping requirements of ONCAT’s grants are met. This role provides general administrative support to ONCAT’s funded projects and its committees, including preparing meeting materials, taking minutes, ensuring the filing system is up to date, and supporting project management.



  • Coordinate ONCATs grants management system to ensure quality and timeliness of reporting from grantees.
  • Be a key point of contact and resource for grantees regarding their project activities, reporting and financial reporting.
  • Track grantee adherence to payment and reporting schedules, to ensure follow-up and timely responses.
  • Maintain accurate database information in ONCAT’s grant management system with application forms and other grants-related templates and materials.
  • Apprise ONCAT staff of when a grantee report needs to be reviewed to ensure timely responses from ONCAT to grantees.
  • Draft grant agreements, circulate agreements for signature, and update grant management systems to reflect reporting and payment timelines laid out in the grant agreements.
  • Ensure all grant files (hard copy and online) are up to date and meet legal and audit requirements.
  • Generate regular and ad hoc reports on grants, projects and payments.
  • Work with the Finance staff to reconcile payment data with financial and banking records.
  • Coordinate meetings and check-ins with grantees.
  • Coordinate meetings, prepare meeting materials and provide minute taking support during proposal assessment processes and committee meetings.
  • Coordinate travel reimbursements and other financial reporting associated with ONCAT committees and meetings.
  • Provide other administrative support to ONCAT as needed.



  • 3 to 5 years of experience in administrative roles that include project management or database management, ideally in a post-secondary education environment or with grant-making organizations.
  • Experience with grant management systems such as Foundant or SM Apply.
  • French language proficiency would be considered an asset.
  • Excellent attention to detail, time management and organizational skills.


Application Instructions

Please submit your resume and cover letter.

The deadline to apply Friday, October 25th 2019 11:59pm. Late applications will not be accepted.
We thank you for your interest. Only those selected for further screening or an interview will be contacted.

ONCAT is committed to providing an inclusive and barrier free recruitment process to applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require an accommodation during this process, please inform ONCAT of your requirements.

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