Manager of Administration

The Manager of Administration is a senior operational role contributing to the financial, administrative, and organizational health of CanAssist. Reporting directly to the Executive Director, this individual is a trusted partner who translates vision into action — managing budgets, streamlining operations, and handling sensitive matters with the highest level of confidentiality. The ideal candidate brings a genuine understanding of the non-profit sector: how mission-driven organizations operate, how to steward limited resources responsibly, and how to navigate the particular accountability requirements that come with public, grant-based, and donor funding. They are proactive by nature — someone who anticipates needs, solves problems before they escalate, and takes initiative without waiting to be asked. Key Responsibilities Financial Management & Budgeting Lead the preparation, monitoring, and reconciliation of CanAssist's operating and project budgets, including funds government grants, charitable donors, and external partners. Manage day-to-day financial operations using UVic systems (FAST, Chrome River), ensuring expenditures align with institutional policies, funder agreements, and non-profit financial best practices Prepare regular financial reports, forecasts, and variance analyses for the Executive Director, and flag risks or opportunities proactively Oversee procurement processes, vendor relationships, and contract administration with careful stewardship of public and charitable funds Ensure financial controls, audit readiness, and compliance across all accounts and funding streams, including restricted and unrestricted funds Support the preparation of funder financial reports, grant acquittals, and budget justifications in accordance with each funder's requirements Maintain working knowledge of CRA rules governing registered charities and non-profit organizations, and ensure CanAssist's financial practices remain compliant Executive & Operational Support Serve as support to the Executive Director — turning priorities and ideas into concrete plans, timelines, and outcomes Prepare briefing materials, presentations, agendas, and reports that are accurate, polished, and ready to use Track action items and follow through on deliverables across the organization on the Executive Director's behalf Anticipate operational needs and address them without prompting Support Executive Director in board and committee relations, including preparing materials, recording minutes, and following up on governance action items Confidentiality & Sensitive Administration Handle staff information strategic discussions, and institutional communications with strict confidentiality Serve as a trusted point of contact for sensitive HR, financial, and governance matters Maintain secure records management practices in compliance with UVic policies and applicable privacy legislation (FIPPA) Exercise discretion in all external-facing communications, protecting the reputation and relationships of CanAssist and its partners Human Resources & Team Coordination Coordinate administrative and support staff, including staff funded through grants or time-limited project budgets Maintain and organizes HR records and procedures Support a respectful, equitable, and inclusive workplace consistent with CanAssist's values and UVic's Employment Equity commitments Assist with volunteer coordination and recognize the distinct administrative considerations that come with a blended team of employees, students, and volunteers Non-Profit Operations & Compliance Bring sector-specific knowledge to the management of CanAssist's operations, understanding the accountability expectations of funders, government bodies, and the communities we serve Support grant administration from intake through to reporting, working closely with the Executive Director and program staff to track deliverables, budgets, and deadlines Assist with the preparation of charitable and …

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