Grant/Office Manager

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
York University
  • Education: Administration
  • Research
Contract - Part Time
  • Ontario - Metro Toronto Area
Manager (Supervisor of Staff)N/A2019-05-142019-06-04

Position Title:              Grant/Office Manager

Department:                Canada Research Chair in the Political Economy of Gender & Work

Contract Duration:      1 year, with the possibility of renewal

Start Date:                    June 2019 or TBA

Hours of Work:            21 hours per week

Salary:                           $60,000 – 67,5000 (pro-rated to 21 hours weekly)

Job Purpose:

Reporting to Leah Vosko, Canada Research Chair in the Political Economy of Gender & Work, PI, the Grant Manager is responsible for the management and administration of projects funded under the auspices of the CRC.  The Manager will oversee all aspects of the CRC’s human and financial resources ensuring compliance with York policies as well as those of the relevant granting agencies.  S/he will work with the CRC and associated personnel at York University and, where appropriate, partner organizations, which may comprise of universities, civil society and women’s organizations, international agencies, etc. 

Major Duties:

CRC Project Management (Coordination of Research Funds)

  • Supports the PI in managing all aspects of the CRC in-process and funded projects while assuming an administrative leadership role, contributing to the building of a cohesive and motivated team that works in an environment that is flexible, adaptable and open to continuous change;
  • Supports the CRC in identifying and overseeing project plans and schedules project timelines, milestones, and deliverables and troubleshoots problem areas;
  • Ensures that all work and use of the budget is carried out in accordance with York University policies and guidelines of the relevant granting agencies;
  • Initiates, develops, and maintains effective consultative and collaborative relationships with key offices, academic programs and services within York University;
  • Acts as a key contact for activities externally: interacts with government personnel, think tanks, non-governmental organizations, advocacy groups, public sector organizations, international agencies and other potential contributors.
  • Liaises, where appropriate, with CRC partners to strengthen their capacities for developing and carrying out project components and facilitating their financial reporting of project activities;
  • In consultation with the PI and other personnel in the unit, supports fundraising. Monitors calls for proposals and other funding opportunities;
  • In co-ordination with the PI, manages preparation and submission of new grant proposals;
  • Supports publication and dissemination programs.

Financial Reporting

  • In co-ordination with the PI, develops and monitors on-going project budgets and prepares financial forecasts;
  • In coordination with the relevant departments at York, arranges for set up of sub-grant transfer agreements to other project institutions and partners, and prepares the year-end financial reporting of those transfers;
  • Processes all receipts and payment transactions, including payroll, timesheets, ETFs, non-resident payments / wire forms and journal transfers and tracks cash and in-kind contributions;
  • Prepares financial forms including purchase orders, cheque requisitions, and reimbursement of expenses;
  • Prepares monthly financial reports;
  • Reviews year-end financial reports generated by Research Accounting for approval by the Project Director;
  • Prepares, under the guidance of the PI, interim and final financial reports on the project’s grants;
  • Assists project partners, where appropriate, with preparation of annual partner financial reports, tracking cash and in-kind contributions;
  • Manages the finances of all other successful funding proposals that support the activities of the project
  • Maintains accurate records and filing systems for all paperwork, and ensuring confidentiality where necessary, including scholarly work, ensuring all original invoices and receipts, copies of forms and timesheets are filed, kept for the required time-period and then properly disposed.

Research Administration

  • Provides support to research and related processes, including, in some instances, managing ethics review processes and/or coordinating transcription etc.;
  • Coordinates site selection and site visit planning and organization, including budgeting and logistics, where required;
  • Organizes and maintains research information, including confidential materials and data;
  • Arranges and attends meetings, takes minutes, and ensures the preparation and distribution of meeting notes and supporting documents;
  • Coordinates events including conferences, workshops, seminars and meetings. The RPA assists with preparing event materials, booking venues, arranging for catering and audio-visual equipment, making travel and hotel arrangements, corresponding with event participants and event wrap up activities (reimbursement of expenses and paying vendor invoices) (note: availability for occasional evening and weekend events);
  • Ensures appropriate use of space, equipment, furnishings and supplies in the project offices;
  • Supports the PI in the effective dissemination of information internally and externally, including promotion materials, announcements, seminar preparation and scheduling and correspondence (including project success criteria) or other activities as assigned. Prepares material for public dissemination in accessible and popular forms and supports the preparation of material for and coordinates the maintenance of web-based infrastructure;
  • Supports the PI in the preparation of annual reports for funding agencies (e.g. CRC and CFI)
  • Responsible for other duties as assigned.

Supervisory Responsibilities:

Responsible typically for supervision of 2 undergraduates (10 hours/week each) each year as well as for supporting other potential supervisees (e.g., postdoctoral fellows, graduate students, other undergraduate students) based at Gender & Work.  

  • Assists in hiring, including preparing paperwork for new hires (e.g. letters of offer, job descriptions, ETFs);
  • Trains, develops and set goals and objectives;
  • Provides direction and instruction around York University’s policies and practices;
  • Oversees workload, assigns tasks and ensures that work is completed correctly within established deadlines;
  • Oversees timesheets; responsible for liaising with CRC to oversee overtime, vacation and other time off as well as absence management and attendance management
  • In accordance with relevant collective agreements and York human resource policies, manages performance, and, when required, responsible for corrective discipline up to termination.
  • Responds to grievances and, if required, arbitration hearings related to staff managed.

Qualifications:

Educational Requirements

A University undergraduate degree in Political Science/Policy Studies, Women’s Studies, Labour Studies, or a closely related discipline is required.  An MA degree or equivalent is an asset.

Please note: This position requires the candidate to produce a verification of degree(s), credential(s) or equivalencies from accredited institutions and/or international equivalents at the time of interview.

Experience

  • Demonstrated expertise in the management of major research projects;
  • Minimum of 3-5 years recent experience in research grant or program role or related work experience;
  • Experience managing staff (an asset);
  • Experience working in post-secondary environments strongly preferred;
  • Experience working in feminist research projects (an asset);
  • Knowledge of University policies and procedures, and governance structures, as well as research project processes.

Skills

  • Excellent management and administration skills and a demonstrated capacity to manage large budgets (over $1M) and staff and maintain deadlines;
  • Excellent written and spoken communication skills, as well as effective presentation skills;
  • Strong teambuilding, scheduling, planning, coordination and organizational skills;
  • Initiative, high level of self-directedness and strong problem-solving skills;
  • Tact, diplomacy and confidentiality in interactions with internal and external contacts;
  • Ability to interact at an appropriate level with senior stakeholders and senior external representatives from government, NGOs and community organizations, based in Canada and other countries;
  • Strong abilities to access and mobilize resources in the university setting;
  • Excellent ability to prepare grant applications, research and other reports, responses to funders and financial reports, for various audiences;
  • Ability to maintain websites (knowledge of WordPress would be advantageous);
  • Advanced level in Excel in performing statistical formulas and analysis and proficiency with MSOffice (Word, Powerpoint, etc.) and email software programs;
  • Skilled using various social media (e.g., Twitter, Facebook, etc.);
  • Ability and willingness to learn new systems, technologies and project management methods and tools.

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