Grant Management Specialist

Mitacs; Ottawa; On-site; CAD 52,000 - 63,000; Full time

Job summary

A national not-for-profit organization in Canada is seeking a Grant Management Specialist for a 6-month contract in Ottawa. The successful candidate will coordinate the administration of research grant applications, ensure grant eligibility through thorough documentation reviews, and assist external stakeholders with grant processes. Key skills include experience in administration, strong communication and problem-solving abilities, as well as proficiency in Microsoft Office Suite. The hiring range is $52,720 to $62,506, and equity, diversity, and inclusion are core values of the organization.

Qualifications

• Experience managing project changes and proposals.
• Proven track record of client-centred problem solving.
• Ability to work independently without immediate direction.

Responsibilities

• Coordinate administration of research grant applications and awards.
• Review documentation to confirm grant eligibility.
• Communicate effectively with academic institutions and stakeholders.

Skills

Post‑secondary education or equivalent work experience

Experience in an administrative position and/or in an academic setting

Strong communications skills (written and oral) in English

Time management and multi‑tasking skills

Intermediate‑to‑advanced level of experience with Microsoft Office Suite

Strong interpersonal and conflict resolution skills

Tools

Microsoft Office Suite

Job description

Do you want to be part of our innovative and entrepreneurial team? 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 the complete job description, please visit our website: https://www.mitacs.ca/careers/

Grant Management Specialist – 6‑month contract

Position Summary

Reporting to the Team Lead, Grant Management, this 6‑month contract position is responsible for coordinating the administration of research grant applications and awards from the point of submission through completion of the project.

Key Responsibilities

Administration

• Reviewing and logging all required documentation and ensuring that information is provided to confirm the eligibility of the grant through to completion.
• Setting up invoicing for partner contributions and coordinating timely processing with the Finance department.
• Managing project changes and revised proposals to ensure eligibility of changes upon request by clients/external stakeholders.
• Preparing and reviewing award letters, revising/authorizing award letters, processing project change request and cancellation letters.
• Applying partner funding, collecting and reviewing supplemental international documentation, confirming start dates, reviewing and processing new intern documents.
• Following up with participants to name interns to units, enforcing start and end date policies and responding to questions from project participants.
• Providing guidance and assistance to external stakeholders regarding the administration of their grant file and responding to any inquiries regarding the relevant program.
• Ensuring timely release of funds to academic institution.
• Drafting various types of correspondence to applicants/academic institution at various stages of their internship(s).
• Data entry, electronic filing, and data archiving.
• Collaborating with the Client Service and Support team to ensure a smooth progression of tasks through shared workflows.
• Maintaining service levels and turnaround times for specific tasks as defined in our departmental key performance indicators.
• Communicating effectively with various academic institution research administrations, academic supervisors, interns and partner organizations, and offering solutions when challenges arise.

Departmental support

• Work closely with other members of the Service Delivery department, as well as with members of other departments (e.g. Finance, Business Development) to ensure procedural changes and risk mitigations are documented and addressed to facilitate the smooth processing and delivery of grant awards.
• Provide support and/or mentorship to other members of the team within a collaborative cultural environment.
• Participate, ad hoc, in departmental initiatives to support other teams, programs, departments or strategic initiatives that align with our strategy deployment.
• 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.
• Ensure accuracy of data captured in our systems.
• Complete timely and accurate reporting.
• Collaborate 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 & Experience

• Post‑secondary education or equivalent work experience.
• Experience in an administrative position and/or in an academic setting is preferred.
• Proven track record of independent, client‑centred problem solving.
• Strong communications skills (written and oral) in English. French is an asset.
• Excellent time management and multi‑tasking skills; attention to detail and accuracy are essential.
• Experience working across teams at various levels within an organization.
• Intermediate‑to‑advanced level of experience with Microsoft Office Suite (Outlook, Word, Excel, Pivot Tables).
• Independently motivated, with the ability to take on and complete tasks and duties without immediate direction.
• Strong interpersonal and conflict resolution skills, with the ability to contribute to a positive team and organizational culture.

Hiring Range: $52,720 - $62,506

Typically, employees are hired, transferred, or promoted within the salary range, specifically between the minimum and midpoint in the hiring range.

The salary range refers to the range of base salaries for a given position, encompassing the minimum and maximum amounts. The midpoint of the range is positioned approximately halfway between the minimum and maximum, indicating a fully qualified employee with comprehensive job knowledge and experience for the role.

Only in rare and exceptional circumstances, where a candidate has the experience, skills, and expertise that far exceed those required for the position, would we consider paying above the hiring range for this role.

Equity, diversity, and inclusion (EDI) and decolonization are core values at Mitacs: Equity, Diversity, and Inclusion - Mitacs. We believe a diverse workforce comprised of individuals with different ideas, strengths, interests, and backgrounds (e.g., gender identities and expressions, Indigeneity, race, abilities, sexual orientation, and other identities) are crucial to our success. We welcome everyone to apply and encourage you to connect with us if you require accommodations during the recruitment process.