Administrative Coordinator

4 weeks ago

Vancouver, Canada Mitacs Full time

**Do you want to be part of our innovative and entrepreneurial team?**

Do you thrive in an entrepreneurial environment and enjoy working in a team atmosphere? Are you an “outside the box” thinker who strives to implement continuous improvements? Do you take a strategic approach to your work? Do you enjoy in a fast-paced culture where your opinions are valued and respected? Do you enjoy building partnerships to solve mutually beneficial challenges?

Mitacs is a national not-for-profit that helps industry and non-profit partners solve strategic challenges by leveraging Canada’s world-class post-secondary talent and a global network of industry, academic, and government partnerships. Through these collaborations, Mitacs helps business and community partners succeed, improves students’ on-the-job skills development, and strengthens Canada’s world-class innovation ecosystem. At Mitacs, we strive to develop the next generation of innovators with vital research and business skills. In partnership with domestic and international companies, governments and academia, we support a new economy using Canada’s most valuable resource - its people.

To get a better understanding of Mitacs and read more about our values please visit our website

**_ **This position can be fully remote or hybrid near Mitacs offices in Montreal, Toronto, Vancouver or Ottawa**_**

** (contract ending June 28 2024)**

Reporting to the Team Lead, Post-Approval, this position is responsible for coordinating the administration of the research grant awards from the point of approval to completion of the project.

**KEY RESPONSIBILITIES**

**Administration**
- Maintain a high-quality standard and exceptional client focus throughout the post-approval lifecycle of all projects.
- Prepare and review award letters, revise / authorize award letters, process project change request and cancellation letters.
- Manage project changes to ensure that grants are eligible for change upon request by clients/external stakeholders, and that all documentation is adequately completed before actioning change requests.
- Provide guidance and assistance to external stakeholders regarding the administration of their grant file and respond to any inquiries regarding the relevant program.
- Ensure timely release of funds to academic institution.
- Communicate effectively with various academic institution research administrations, academic supervisors, interns, and partner organizations, and offer solutions when challenges arise.
- Draft various types of correspondence to applicants/academic institution at various stages of their internship(s).
- Data entry, electronic filing, and data archiving.

**Departmental support**
- Work closely with other members of the Grants department, Finance department, Business Development team, Programs department and Research team to keep everyone informed of procedural changes and offer solutions to possible challenges that may arise with the project.
- Participate, ad hoc, in departmental initiatives to support other teams, programs, department or strategic administrative initiatives.
- Any other duties as required.

**Reporting and compliance**:

- Ensure compliance with funding agreements and program guides.
- Assist in coordination and data collection for various relevant regional reports to funding agencies.
- Responsible for timely and accurate reporting.
- Work closely with the Finance department to ensure appropriate funding allocation is applied.
- Review research agreements, and proposals to ensure compliance with policies and procedures for the specific program.

**Skills and experience**
- 2-3 years of experience in an administrative position or equivalent work experience in academic setting and/or in account management is preferred.
- Strong communication skills (written and oral) in both French and English.
- Strong time management and multi-tasking skills, attention to detail and accuracy are essential.
- Excellent track record of working across teams at various levels within an organization.
- Excellent intermediate-to-advanced level of experience with Microsoft Office Suite (Outlook, Word, Excel, Pivot Tables).
- Strong interpersonal, problem solving and conflict resolution skills.
- Independently motivated, with the ability to take on tasks and duties without immediate direction.
- ________________________________________________________

**Souhaitez-vous faire partie de notre équipe qui mise sur l’entrepreneuriat et l’innovation?**

Vous vous épanouissez dans un milieu axé sur l’esprit d’entreprise et appréciez le travail en équipe? Aimez-vous sortir des sentiers battus et cherchez-vous continuellement à apporter des améliorations? Adoptez-vous une approche stratégique à l’égard de votre travail? Aimez-vous évoluer au sein d’un environnement de travail dynamique et où vos opinions sont valorisées et respectées? Aimez-vous créer des partenariats pour résoudre des défis mutuellemen

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