Finance and Programs Administrator

The Institute of Public Administration of Canada (IPAC) is a professional association for public servants, scholars, and students who share a passion for high-performance public-sector management. IPAC works through its vast network of members, colleagues and international partners to enhance knowledge of the best practices and generate new ideas in public policy and administration. For over 70 years, the Institute of Public Administration of Canada has been a recognized national leader in promoting public administration excellence. We are a respected voice across all orders of government, academia, research, indigenous communities, and non-government organizations We are focused on uniting our members and partners to share knowledge, drive policy innovation and cultivate collaboration.

IPAC is currently seeking a dynamic individual to take on the role of Finance and Programs Administrator who contributes to the overall success of the organization by providing administrative support to IPAC’s various areas of operation. This includes scheduling, email contact with members, updating and maintaining various files. The Finance and Programs Administrator operates in a multitasking environment interacting with different clients and users often under tight deadlines.

The position requires an ability to work with a very diverse set of clients and partners. The capacities to multitask and meet sometimes tight deadlines are required for the position. Attentiveness to details, accuracy, and effective organizational skills are also very important assets. Interpersonal skills, demonstrated ability for accuracy, details, and thoroughness; ability to solve problems and work independently and as a team, and effective communications are key areas for success in this position.

The ideal candidate will perform various tasks, work under pressure and sometimes changing deadlines, with strong attention to detail. Results-oriented and accurate, the candidate will approach the position with professionalism, commitment and a passion for an organization that supports the public sector. With an ability to develop and maintain strong collaborative relationships with multiple stakeholders, the successful candidate will be a team player who recognizes accountability.

This support includes but is not limited to:

Administration:

• Board Governance (BOD lists, Sub-Committee, Nominations, AGM support, By-Laws etc.)
• Organizing Committee meetings, drafting and preparation of meeting materials (Agenda, Minutes, Motions).
• Travel booking & logistical support.
• Formatting and/or reviewing agreements, documents etc.
• Maintaining records as needed, updating information in internal databases and files.
• Managing contact and communication activities with the clients (including marketing e-blasts, job opportunities information).
• Support membership administrator (database updates and contact with members).
• Preparing documents and scheduling conference calls and committee meetings for the Director of Finance and CEO (when required).
• Coordinating and assembling materials for projects and meetings from a variety of sources.
• Provide support for the annual IPAC conference and other events.

Finance Support

• Expenditures review and submission; reconciliation.
• Misc. Finance support including journal entries and invoicing in QuickBooks.
• Annual Financial Audit support.
• File management – server e-files; on site financial filing.

Other duties as assigned by the Director of Finance and the CEO.

Skills and Abilities

• Excellent communication, interpersonal, analytical and organizational skills.
• Ability to multi-task, set priorities, work under pressure, and meet deadlines.
• Good judgment and tact – ability to handle information of a confidential and sensitive nature.
• Strong public relations skills – ability to work well with senior officials in the public and private sectors, and academia.
• Ability to take initiative and work independently, as well as collaboratively as part of a team.
• Proficiency in Microsoft Word, Excel, and Outlook; experience hosting webinars with Microsoft Teams is considered an asset.

Education and Experience

• College diploma or a combination of relevant experience.
• 2-3 years of experience in a similar role.

Working Conditions

• Virtual office environment
• Sensitive and confidential information

We offer a salary commensurate with experience supplemented by a generous benefit package.

We thank all applicants for their interest but on