Program Coordinator

The Canadian Association of Research Administrators (CARA) is the national voice for research administrators in Canada and a nationwide community that brings together research administration professionals fulfilling a diverse range of roles in a field that is complex and ever-evolving. CARA is committed to supporting the profession by offering members a safe, inclusive, and equitable professional space to learn and grow through networking with peers, sharing best practices, professional development, mentorship, and leadership opportunities. We are also committed to equity, diversity, and inclusion in the Research Administration profession; this includes working towards identifying systemic barriers to equitable participation in and with the association.

 

The purposes of the Association are:

  • to foster research administration and management expertise in Canada by facilitating a strong and vibrant community,
  • to provide and facilitate robust career and professional development programs and services for members,
  • to enable synthesis and dissemination of information/knowledge on research administration and management with a view to developing individual and organizational excellence.

 

CARA is governed by a volunteer Executive Board and is guided by our Strategic Plan. CARA also partners with other organizations to advance its objectives and increase opportunities for members.

We’re looking for a Program Coordinator so we can continue to deliver and coordinate core member programs and services for our valued members.

 

Program Coordinator:

The goal of this position is to ensure the efficient, and effective functioning of our member programs, services, events, activities, and related strategic initiatives. You’ll collaborate with internal teams including operations, events, committees, task forces, and volunteers, to support our services.

As the Program Coordinator, your main responsibilities will be split into four streams. Your primary responsibility will be to provide member support. Other responsibilities will include executive support to our Executive Director, President and board, office management, basic accounting support, and general administrative support to the team and board as needed. 

  • Member support A significant amount of your time, approximately 50%, will be spent assisting members regarding any programs or events and to answer any other questions about membership (including

logging into the website and other technical assistance).

 

  • Webinar coordination CARA’s most popular program is the webinar program which has over 2500 registrations annually. The program coordinator is responsible for the logistics of the webinar program, including working with speakers and registrants, moderating webinars, introducing speakers, recording webinars and promoting them. 

 

  • Executive support – you will serve as an Executive Assistant to the Executive Director, assisting with meetings, correspondence, and travel arrangements as needed. Your day-to-day support will be critical, so that our Executive Director can focus on achieving the organization’s long-term, strategic goals. You will assist the President as needed.

 

  • General administrative support – You will be required to update the website on a regular basis. As needed, you’ll provide support to our team and board, particularly in preparation for board and committee meetings. This includes scheduling, booking travel and accommodations, logistical arrangements for meeting venues, compiling and distributing meeting materials, and sometimes attending meetings to take minutes. This will also include updating the website frequently and accounting support such as gathering information for the annual audit. 

 

Acting as a key front-line member service professional, you will also:

  • Coordinate the mentorship program
  • Coordinate and support member engagement, recruitment, retention, and recognition programs 
  • Support the implementation and delivery of the annual conference, professional learning and development programs and events including assisting in the strategy, logistics, volunteer support, policy adherence, and reporting as needed
  • Provide strategic and administrative support (e.g., scheduling meetings, taking meeting minutes summaries, coordinating food or logistics, etc.) to committees as needed 
  • Assist the Executive Director, staff, committees, and Board of Directors in developing and effectively implementing strategic initiatives as needed
  • Maintain confidentiality, professionalism, ethical conduct, and the standards of a safe and respectful workplace at all times

 

You’ll be a great fit for this role if you are:

  • Organized, Conscientious and Reliable – you never let a small detail fall through the cracks, and you know how to plan effectively to handle competing priorities. You recognize quality work and verify information and confirm your understanding of it to ensure excellence in your performance.
  • A people person – you love working in a role where you can put your excellent interpersonal skills to use, and you’re excited to work with a small team as well as connect with members daily to answer questions and resolve issues.
  • Professional – you’re comfortable representing an organization and you know the importance of having tact and diplomacy when engaging with others. You consider how your actions will impact the entire association and align your actions, attitude and approach with the association’s purposes and team goals.
  • An excellent communicator – you communicate politely, clearly and effectively, and you love engaging and collaborating with a variety of people.
  • A self starter – you take initiative and are comfortable working independently to achieve goals.

 

Working with CARA:

This is a part-time position working from home 24 hours per week with flexibility for occasional travel, and/or evening/weekend work for specific projects and events. The salary range is $25 to $35 per hour and the position has a comprehensive benefits package. You’ll also receive paid vacation time, winter holiday office closure, and have opportunities for professional development/training.

Our team is small, collegial, cohesive, and we enjoy supporting one another in personal and professional development. We enjoy the autonomy and freedom within our roles, and know that we’re all empowered to advance applicable change within the organization. 

Assets:

  • University degree or college diploma
  • 5+ years in a similar executive assistant, office management and/or administrative role, in a small office environment, ideally within a trade association (or similar organization – i.e. regulatory body, non-profit, etc.)
  • Experience providing administrative support to a board of directors and board committees
  • Experience in a member service role or working in a member-based association, engaging directly with members
  • Strong proficiency with Microsoft Office Suite (e.g., Word, Excel, Outlook, etc.) and comfortability with website and database work with a strong technical aptitude
  • Familiarity or experience with a professional, regulatory or occupational association 
  • Experience with Zoom for meetings and webinars 
  • Any training, education, or certification related to member-based non-profit administration/ management 
  • Post-secondary degree or diploma in marketing, communications, or related 
  • Experience preparing professional communications, with excellent English writing skills
  • Functional bilingualism in English/French is preferred 
  • Basic accounting support experience and/or bookkeeping experience

 

The position starts May 1, 2024. The position will overlap with the current program coordinator to allow for training.

 

To apply, please send a resume and cover letter to Sarah Lampson, Executive Director at info@cara-acaar.ca