Contract Administrator

Overview

Open until a suitable candidate is found.

Banff Centre for Arts and Creativity is a learning organization focused on artistic and creative development. From our home in the Canadian Rocky Mountains, we aim to inspire attendees—artists, leaders, and thinkers—to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain and the traditional territories of the First Nations and Métis peoples. We honour and celebrate this place as part of our commitment to respect and truth.

The Opportunity

The Contract Administrator supports various teams at Banff Centre with coordinating contracts for faculty and speakers and managing agreements with external stakeholders, as well as developing and implementing new processes, and training new employees. Confidentiality and discretion are paramount due to handling sensitive information, with a focus on upholding Banff Centre's brand and programs.

Responsibilities

Specific Accountabilities

- Contract Management

- Prepare agreements that support post-secondary learning activities that include, but are not limited to: faculty and speaker agreements, elder agreements, honorariums, liability waivers, photo/recording release and licensing agreements, and property loans.

- Maintain a library of approved agreements and contracts that are in compliance with current Banff Centre policies and procedures, industry standard best practice, current copyright legislation, FOIP, CRA, IRCC and other applicable regulations.

- Ensure final copies of signed agreements are appropriately archived and adhere to a records retention and management schedule in compliance with FOIP, CRA, legal and archival standards.

- Conduct regular training sessions to ensure program delivery specialists, program/production managers, and directors are apprised of any changes to CRA, IRCC or other regulations that may impact their stakeholders.

- Faculty Contracts

- Act as point of contact for faculty regarding the interpretation of contractual terms including travel policy and CRA tax status regulations.

- Remain current on immigration rules and regulations to ensure faculty are provided with accurate pre-arrival information and border arrival paperwork to ensure they are entering and working in Canada legally and any possible risk to Banff Centre is mitigated.

- Provide accurate documentation and instruction to assist international faculty in the navigation of CRA’s online resources to apply for applicable tax waivers.

- Administer the terms of the contract including the processing of fee payments, reimbursement of expenses, booking travel, confirming accommodations, and coordination of meal plans.

- Ensure all appropriate Government of Canada documentation is obtained and/or completed, e.g., SIN, work permits, IRCC compliance fee payments, etc.

- Process room bookings for on-campus faculty and sessional directors.

- Financial

- Reconcile partnership agreements and parent account agreements at program conclusion in line with signed contract, collecting all relevant billable activities from the Admissions Office and program/production managers and submitting to finance for invoice or payment.

- Ensure all contract-related payments are processed in a timely manner.

- Prepare annual TD4 reports, statistical, financial and administrative reports as required.

- Assist Arts and Leadership Program Directors in the processing of accruals and deferrals for all faculty related expenses.

Qualifications

Qualification and Educational Requirements

- 3+ years’ experience in an office support role, preferably in a non-profit organization, financial office, or within a company’s corporate responsibility department.

- Bachelor’s degree, post-secondary diploma, certification and/or equivalent work experience, preferably in the arts, business administration, non-profit administration experience is an asset.

- Excellent interpersonal and client services skills; a self-starter.

- Ability to achieve goals in a self-directed manner.

- Strong organizational skills with attention to detail and ability to meet deadlines.

- Advanced and demonstrated computer skills working in a Microsoft Office environment.

- An appreciation of, and participation in, the arts, leadership, and mountain cultures or similar environments.

Employment Terms & Benefits

- In accordance with CUPE 4318, this is a unionized, salaried support staff position, subject to a 6 month probation period.

- The annual salary for this position is between $52,864.50 and $55,497.00, depending on experience, based on working 37.5 hours per week.

- The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.

- Benefits of working at Banff Centre include transitional staff housing (based on availability), professional development, Employee Assistance Program, hybrid work environment (3 days in the office, 2 days remote), health care spending account, staff discounts, and an onsite fitness facility with discounts for new staff.

How to Apply

Application Process

- To apply, please visit the application portal: https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?org=BANFFCENTRE&cws=39&rid=5608

- We are currently accepting applications for the Contract Administrator position until a suitable candidate has been found.

- Please include a cover letter demonstrating how your experience translates to this position and why you are interested in joining Banff Centre.

- Candidates offered a position with Banff Centre will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.

- Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.

To see more postings, see the full list at the right.

The BC Alliance for Arts + Culture is honoured to work on the traditional, unceded territories of the Coast Salish peoples of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaɬ (Tsleil-Waututh) Nations, and 240 other Indigenous communities across BC.

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