Program Administrator

1 month ago

Vancouver, Canada Circle Innovation Full time

Circle Innovation is looking for a well-organized Program Administrator. This is a term position to support a funding agreement with a government agency and will end on March 31, 2027.

This is a dynamic role with a small but fast-growing BC not-for-profit that is engaged with industry, academia, public sector, and government. The Program Administrator will prioritize supporting our CEO with program and training activities, and will also establish working relationships with the rest of the team to contribute to our industry projects and other programming goals during this funding period. You should enjoy working in an entrepreneurial, high-change environment. This position will report to the Associate Director, Programs & Operations.

**About Circle Innovation**:
We enable companies to solve technology product challenges, grow revenues, create jobs, attract investment, and deliver innovative technologies to the market. Using scientific expertise and an innovative methodology, Circle Innovation empowers entrepreneurs and revolutionizes the support ecosystem in Canada’s fastest growing innovation sectors. By addressing innovation barriers, we equip small and medium enterprises with the tools to realize their full growth potential, delivering both economic and social benefits.

**Key Responsibilities**:

- Handle day-to-day scheduling and logistics related to his roles at Circle Innovation and at Simon Fraser University.
- Manage correspondence, calendaring, and expense reporting.
- Coordinate conference and business development travel plans, itineraries, and related materials.
- Support high-level communication with staff, funders, government, trainees, and industry partners.
- Create reports, letters, notes, and other materials on behalf of the CEO with high proficiency in MS office suite including Word, Excel and PowerPoint knowledge.

Governance
- Communication, on behalf of the CEO, directly with board members.
- Coordinate board meetings, receptions, lunches, orientations, retreats, and other activities.
- Provide logístical support for out-of-town board members.
- Support the assembly and distribution of board meeting materials.

Team Support
- Provide program support to other executives as appropriate.
- Manage meeting agendas for senior staff to meet key program and funder results.
- Contribute to quarterly claim documentation and reporting to our funders.
- Plan and schedule team meetings and retreats.
- Provide feedback on policies and procedures.
- Undertake general office coordination duties, such as mail, couriers, subscriptions, office supplies, premises, printing, business cards, etc.
- Coordinate with and between team members as needed on program activities.

Other Duties as Assigned
- Certain projects require the participation of all staff, and the Program Administrator is an essential part of the team. The Program Administrator must be flexible and enthusiastic to participate in activities that may be outside those listed above, consistent with the nature of this role.

**Skills & Qualifications**:

- A minimum of 2 years' experience in an administrative or program support role.
- Related post-secondary education is strongly preferred.
- Prior experience managing a complex calendar across multiple time zones required.
- Polished and tactful written and verbal communication skills.
- Exceptional attention to detail.
- Strong interpersonal skills and responsive communication.
- Ability to conduct research and create reports and presentations.
- Excellent time management; must be able to multitask.
- Self-starter with the confidence to work remotely with reduced supervision.
- Calm and professional when adapting to changing priorities and competing deadlines.
- Quick learner with a desire to acquire new skills and knowledge.
- Ability to handle sensitive information with discretion and confidentiality.
- High level of confidence with MS Office and other typical office software; experience with HubSpot or other CRMs an asset.
- Ability to work in a fast-paced environment, acquiring new skills and use of tools/technologies as required

**Salary & Benefits**

This is a full-time (37.5 hrs/week), term position ending March 31, 2027 with a pay range from $51,000 to $55,000 per annum based on qualifications and experience. We offer a cost-shared benefit package with Pacific Blue Cross and a health-care spending account. This position has 3 weeks paid vacation time and an additional paid week off between Christmas and New Year’s Day. We have a matching group RRSP plan.

Pay: $51,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- RRSP match
- Work from home

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location: Hybrid remote in Vancouver, BC V6B 4N6

Application deadline: 2024-10-20
Expected start date: 2024-11-04

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