Grants and Governance Administrator - Independent Contractor

Part-Time Contractor Position
Time Commitment: Approximately 20 hours per month, fluctuates by month and year
Position Type: Independent Contractor
Reports To: Board President

About the Organization

The National Sanitarium Association (NSA) was founded in 1896 to combat tuberculosis—then one of the world’s deadliest diseases. The organization played a key role in establishing Canada’s first sanitarium in Muskoka and the Toronto Free Hospital for the Consumptive Poor, helping advance care, research, and public understanding of tuberculosis at a time of widespread stigma and misinformation.

Today, the NSA continues this legacy by funding leading-edge research in respirology, including areas such as drug-resistant TB, lung cell biology, lung transplantation, sleep apnea, asthma, and environmental health. In the mid-2010s, the association also launched a grant program to support emerging researchers as they begin their research careers.

Position Overview

The Grants and Governance Administrator provides essential administrative support to ensure smooth board operations, effective grants management, and efficient organizational systems. This role serves as the operational backbone for governance activities, grant administration, and day-to-day organizational communications.

Key Responsibilities

Board & Governance Support

• Work with the President and Secretary to prepare and distribute Board, Committee, and Annual General Meeting (AGM) agendas and meeting packages
• Coordinate meeting logistics including scheduling, reminders, and virtual/physical setup
• Maintain organized records of board documents including minutes, bylaws, policies, and regulatory filings
• Ensure compliance with governance requirements and filing deadlines

Grants Administration & Communications

• Track grant deadlines, applications, agreements, and reporting requirements using established process flows
• Communicate with Deans and grantees regarding application requirements, timelines, and submission procedures
• Collect, organize, and follow up on required documentation from applicants and grantees
• Liaise with the Scientific Committee to support the grant review process

Digital Tools & Website Management

• Maintain shared drives, folder structures, and access permissions for Board and organizational files
• Coordinate with website consultants to keep the website updated with current content

Operations, Administration & Finance Support

• Triage general organizational email and manage incoming correspondence
• Prepare and organize documents for meetings and routine administrative tasks
• Forward and follow up payment requests to the Bookkeeper/Treasurer
• Provide administrative support to the Bookkeeper and Board Officers as needed

Qualifications

Required

• Proven administrative experience, preferably in nonprofit or board governance environments
• Strong organizational skills with excellent attention to detail
• Proficiency with Microsoft Office Suite, Google Workspace, and file management systems
• Excellent written and verbal communication skills
• Ability to work independently and manage multiple deadlines
• Comfort with technology and willingness to learn new digital tools
• Discretion and ability to handle confidential information appropriately

Preferred

• Experience with grants administration or nonprofit funding processes
• Familiarity with board governance practices and nonprofit compliance requirements

Working Conditions

• Flexible/remote work from anywhere, with availability aligned to Eastern Time (EST) working hours
• Hours can be distributed flexibly throughout the month with some concentration around Board meeting schedules and grant application deadlines
• Occasional evening availability may be required for board or committee meetings
• Must have reliable internet access

To Apply

Please by April 17th by submit your resume and a brief cover letter outlining your relevant experience and hourly rate using this link: https://zrec.ca/JJcaO.