Contract Administrator

Banff Centre for Arts and Creativity; Banff; Hybrid; CAD 52,000 - 56,000; Full time

Job summary

An established industry player seeks a detail-oriented Contract Administrator to support various teams by managing contracts for faculty and speakers. In this role, you will ensure compliance with regulations, maintain a library of agreements, and provide training to staff. The position offers a unique opportunity to work in a creative environment, where your contributions will directly impact the success of programs and initiatives. The ideal candidate will have strong organizational skills, a background in office support, and a passion for the arts. Join a dynamic team and help foster creativity in a stunning mountain setting!

Benefits

Health Coverage through Alberta Blue Cross

Pension Plan

Staff Housing Options

Professional Development

Employee Assistance Program

Health Spending Account

Discounts at Staff Cafeteria

Access to Onsite Fitness Facilities

Qualifications

• 3+ years in office support, preferably in non-profit or finance.
• Strong client service and organizational skills.

Responsibilities

• Coordinate contracts for faculty and speakers, ensuring compliance.
• Administer contract terms and manage payments efficiently.

Skills

Office Support

Interpersonal Skills

Organizational Skills

Microsoft Office Suite

Education

Bachelor’s Degree or Equivalent

Certification in Business Administration

Job description

Contract Administrator

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – 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. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rocky View District 4. We recognize all Nations who live, work, and play here, helping us steward this land, and we honour and celebrate this place.

The Opportunity

The Contract Administrator supports various teams at Banff Centre by coordinating contracts for faculty and speakers, managing agreements with external stakeholders, 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.

Specific Accountabilities

Contract Management

• Prepare agreements supporting post-secondary learning activities, including faculty and speaker agreements, elder agreements, honorariums, liability waivers, photo/recording releases, licensing agreements, and property loans.
• Maintain a library of approved agreements and contracts that comply with Banff Centre policies, industry standards, copyright laws, FOIP, CRA, IRCC, and other regulations.
• Ensure final signed agreements are properly archived and managed according to records retention standards, FOIP, CRA, legal, and archival requirements.
• Conduct regular training sessions to keep program staff updated on changes to CRA, IRCC, or other relevant regulations.

Faculty Contracts

• Serve as the primary contact for faculty regarding contractual terms, including travel policies and CRA tax regulations.
• Stay current on immigration rules to provide accurate pre-arrival information and border paperwork, ensuring legal entry and work in Canada, and mitigating risks to Banff Centre.
• Assist international faculty with CRA online resources and tax waiver applications.
• Administer contract terms, process fee payments, reimburse expenses, coordinate travel, accommodations, and meals.
• Obtain and complete necessary government documentation such as SIN, work permits, and IRCC compliance fees.
• Manage room bookings for on-campus faculty and sessional directors.

Financial

• Reconcile partnership and program agreements, collecting billable activities and submitting for invoicing or payment.
• Ensure timely processing of all contract-related payments.
• Prepare annual reports, statistical, financial, and administrative as required.
• Assist Program Directors with processing expenses, accruals, and deferrals related to faculty.

Qualifications and Educational Requirements

• At least 3 years’ experience in an office support role, preferably in non-profit, finance, or corporate responsibility sectors.
• Bachelor’s degree, diploma, certification, or equivalent work experience, ideally related to arts, business, or non-profit administration.
• Excellent interpersonal and client service skills; proactive and self-motivated.
• Strong organizational skills with attention to detail and ability to meet deadlines.
• Proficiency in Microsoft Office suite.
• An appreciation for arts, leadership, mountain cultures, or similar environments.

Employment Terms & Benefits

• This is a unionized, salaried position under CUPE 4318, with a 6-month probation period.
• Annual salary ranges from $52,864.50 to $55,497.00, based on experience, for a 37.5-hour week.
• Benefits include health coverage through Alberta Blue Cross, pension plan, staff housing options, professional development, Employee Assistance Program, hybrid work model, health spending account, discounts at staff cafeteria and onsite fitness facilities.

Application Process

• We are accepting applications until a suitable candidate is found.
• Please include a cover letter explaining your relevant experience and interest in the role.
• Successful candidates will need a criminal record check before finalizing employment.
• Applicants must be legally eligible to work in Canada; we do not assist with work authorization.