Project Lead – Grants Program
Location: Toronto, Ontario, Canada
Type: 12 Month Contract
Category: Policy and Programs
Reports to: Policy and Programs Director
Open to secondment
About the Employer
Established in 2011, the Ontario Council on Articulation and Transfer (ONCAT) was created to enhance academic pathways and reduce barriers for students looking to transfer among Ontario's 45 publicly funded colleges and universities. As a member organization, it works with those institutions to develop transfer credit policies and practices to ease student mobility.
About the Position
The Project Lead – Grants Program oversees all grants for ONCAT, including multi-year pathway development, research, and innovative transfer projects from inception of the RFPs to project completion and implementation. They work closely with ONCAT grantees (e.g. colleges, universities) to ensure the success of the grant projects and ensuring the project outcomes are integrated into all ONCAT projects. The Project Lead – Grants Program ensures that project goals are clearly articulated, recognizes and prioritizes work assignments, contributes to a positive team environment and demonstrates commitment to supporting student mobility. This position will also oversee the process and system improvements to ensure ONCAT’s grants processes reflect industry best practices and are scalable for future needs. In 2018, ONCAT will undergo a review of its grant processes, including seeking feedback from key stakeholders, with the aim of refining its processes and granting priorities to support a more seamless and integrated transfer system in Ontario.
- 1. Pre-Project – Request for Proposal (RFP) Process (30%)
- RFP Planning: translate complicated sector-wide mobility issues into clearly articulated RFPs, ensure alignment with strategic priorities, coordinate the release of the RFPs
- RFP Intake and Evaluation: collect and prepare submissions for evaluators, recruit volunteer evaluators for assessment of applications, coordinate meeting logistics
- Interaction with proponents: communicate evaluation feedback to applicants regarding submissions and budgets, evaluate resubmissions for clarity and response to panel comments
- Budgeting: ensure that ONCAT budget objectives are met, evaluate resourcing required, track all budget changes, ensure funding requested aligns with budget principles, and negotiate funding
- Contracting: manage the drafting of agreements, negotiate any requested changes and coordinate the finalization of contracts including signatures
- Responding to queries from proponents (e.g. telephone, email) to support high quality proposals aligned with ONCAT RFP priorities
- 2. Project Implementation and Reporting (20%)
- Planning: develop detailed project plan capturing all relevant information, including, but not limited to, deliverable dates, budgets and payments
- Tracking: track project progress through reporting
- Reporting: review and engage with institutional leads to ensure that all project reports meet the standards of ONCAT, propose changes as required, ensure that deliverables align with project goals as originally stated in the agreement, accounting for any changes during the project lifecycle
- Record keeping: create and maintain comprehensive records of all projects (soft and hard copies)
- Conducting project Site Visits.
- 3. Risk Management (10%)
- Manage early warning signs and deviations from the plan and escalating any significant issues to Policy and Programs Director
- Draft addendums to projects to capture all significant changes in the project process
- Renegotiate agreements/budgets in consultation with project partners as needed
- Manage efficiencies with information management (e.g. Project management software and Microsoft Office)
- 4. Project Finances (20%)
- Consult the terms and conditions, cost centres and account codes required to meet the internal reporting requirements of all new grants
- Submit all project payments for processing
- Create and maintain budget tracking sheet for all ongoing projects capturing current and forecasted commitments for ONCAT
- Conduct analysis and report regularly on budget as required by Senior Management
- Contribute to year-end activities by ensuring that budget lines are expended to the fullest, accounting for major changes and significant issues identified by institutional leads
- 5. Project Best Practices (20%)
- Performs various project administration tasks, including meeting with stakeholders, performing maintenance of project tracking logs, tracking the budget, and reporting to Policy and Programs Director
- Hold consultation meetings with institutional partners to ensure that sector needs are being met through the Grant Program
- Conduct a review of the bidding process to evaluate areas of improvements and recognize notable achievements
- Reviews existing grant application, oversight, and close out procedures and makes recommendations for revision
- Establish a suitable timeline to plan for Pre-Project – Request for Proposal (RFP) Process including securing a vendor (as needed) for the grant management intake process, establishing new areas of focus for funding, brainstorming with Policy and Programs team, consulting with various stakeholders and
- Provides support for the Policy and Programs Director
- Other duties as required
- May require occasional overnight travel to participate in various postsecondary workshops and events
- Knowledge and understanding of the postsecondary sector in Ontario and issues related to student mobility and academic collaboration
- Postsecondary education in a relevant discipline
- A minimum of 5 years of progressive and pertinent work experience (a combination of education and experience will be considered), including 3 years of experience building and administering grant processes (e.g. government, philanthropic)
- Exceptional written and verbal communications skills
- Ability to communicate and take initiative in a professional and diplomatic manner that facilitates collaboration.
- Strong analytical, critical thinking and problem solving abilities, including the ability to understand and work towards the advancement of broad goals and comfort with ambiguity.
- Experience monitoring the progress of projects with a strong understanding in project management
- Experience with process improvement exercises
- Excellent organizational and time management skills, including the ability to multi-task, prioritize, adapt to changing needs, and guide projects to completion.
- Positive, flexible, and collaborative approach with strong focus on achieving results.
- Keen attention to detail.
- Intermediate knowledge/experience with Microsoft Office (Excel, Word and Outlook) and the ability to learn new systems as required.
Please email your resume and cover letter to firstname.lastname@example.org. The deadline to apply Friday, July 27th 2018 11:59pm. Late applications will not be accepted.
We thank you for your interest. Only those selected for further screening or an interview will be contacted. Potential candidates may be required to complete a written test.
ONCAT is committed to providing an inclusive and barrier free recruitment process to applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require an accommodation during this process, please inform ONCAT of your requirements.