Specialist, Grant Management Team (bilingual)

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

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/

Position Summary (1 year contract)
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.
• Apply pooled funding, collect supplemental international docs, confirm start dates, process new intern documents. Do follow-ups including TBDs, enforce end date policy and respond to project participant questions.
• 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.
• Fluently bilingual (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.

Hiring Range: $52,160 - $61,940
Salary Range: $52,160 - $78,240

Hiring and Salary Range Transparency 

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.