Finance & Operations Coordinator (Grant-Funded Opportunity)

Updated: 4 days ago
Deadline: ;

Efficiency Canada is the national voice for an energy efficient economy. We envision a future where Canada uses energy efficiency to its fullest potential. This means maximizing the benefits of energy efficiency to result in a sustainable environment, a productive economy, and a just and equitable society.

Efficiency Canada is housed at Carleton University’s Sustainable Energy Research Centre. We acknowledge that the location of our campus sits on the traditional, unceded territories of the Algonquin nation. In doing so, we acknowledge we have a responsibility to the Algonquin people and a responsibility to adhere to Algonquin cultural protocols.

About the Role
We are looking for an organized and adaptable finance and operations generalist to contribute to the growing team and mission of Efficiency Canada by providing administrative and financial coordination. Reporting to the Operations Lead and working with relevant Carleton University departments, the coordinator will be responsible for managing administrative aspects of the research organization. The Finance & Operations Coordinator will additionally be responsible for working with the Efficiency Canada team to support their policy, communications, and engagement outputs.

To Apply
To apply for this position, please submit a cover letter and resume by applying to this posting in NJOYN. Include a cover letter and resume as a single PDF file following the file naming convention ‘Last Name, First Name’. Please outline your pronouns and availability in your cover letter. If you require accommodations during the application and interview process, please do not hesitate to reach out to Erica Chan Glueck, Operations Lead at














About Carleton University

Carleton is a smart, caring and connected community that inspires and empowers individuals to become change leaders who drive impact in the world. Carleton's faculty and staff strive to provide a superior learning experience for our learners who hail from every province and from over 100 countries around the world. Situated on a beautiful campus bordered by the Rideau River and Canal, Carleton is just minutes from the heart of our nation's government and enjoys easy access to the many organizations, associations and businesses which thrive in Ottawa.

Duties and Responsibilities:

• Administration of financial activities of Efficiency Canada including liaising with University partners in Accounts Payables/Receivables, Research Finance, and Advancement
• Supports fund reporting by working on reconciliation of research funds and assisting on updating or adjusting internal cash-flow projections
• Preparing and submitting expenses, in addition, ensuring that the team understands process and protocol for eligibility
• Preparing and submitting invoices adhering to Research Finance guidelines
• Coordinate with external vendors and support procurement requests
• Maintain a schedule of dates related to contracts, fund reporting, and other ongoing activities with which Efficiency Canada must comply
• Supports recruitment process for Efficiency Canada team by coordinating postings and managing applicant pools and communication with applicants
• Manage the general inbox for all public Efficiency Canada inquiries, answering correspondence, and/or connecting issues to relevant team members for elaboration
• Supporting Efficiency Canada internal and external meeting coordination including travel arrangements and ensuring the team understands eligibility and guidelines per University policies
• Supports the Governing Council with meeting coordination in addition to governance-related tasks such as minutes, follow-up on meeting actions, and document sharing
• Contributes to and supports the Equity, Diversity and Inclusion Initiatives and Committee in addition to helping to foster a safe and equitable place to work.


The incumbent must possess the following qualifications:
• Strong organizational and administrative skills with an ability to prioritize tasks and make sound judgement.
• Excellent attention to detail, especially in analyzing and parsing numerical and/or financial data.
• Strong problem-solving abilities, and a solutions-orientation
• Experience working in an administrative and financial capacity, preferably within a University setting.
• Strong interpersonal skills with an ability and desire to collaborate cross-functionally across teams.
• Ability to work independently in a dynamic and creative environment with some ambiguity, balanced with a collaborative approach to ask questions and support when needed.
• Proficient and comfort with virtual office and collaboration tools including: Slack, Trello, O365, Google Workspace, Dropbox.

Education and Experience:

The above is normally acquired through the completion of:
• A minimum of 2-3 years of experience.
• A relevant diploma/degree in Business Administration, or equivalent experiences.

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Important Note Regarding Pandemic Related Operations:

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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