Manager of Administration - CanAssist at the University of Victoria

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 non-profit filings, annual reports, and impact documentation
• Ensure organizational practices reflect the values of transparency, stewardship, and public trust that define the non-profit sector
• Stay current on sector trends, funding landscapes, and governance practices relevant to disability-focused programs and technology-driven non-profits

Administrative Operations & Governance

• Develop and maintain administrative systems, policies, and procedures that support CanAssist's efficiency and long-term sustainability
• Ensure compliance with UVic institutional requirements, reporting deadlines, and governance frameworks
• Coordinate logistics for internal meetings, advisory board committees, and community-facing events
• Liaise with central UVic administrative units (Finance, HR, Research Services, Facilities) on behalf of CanAssist

Qualifications

Required

• Bachelor's degree or higher in Business Administration, Non-Profit Management, Public Administration, Finance, or a related field
• Minimum five years of progressive administrative and financial management experience, with significant experience in a non-profit, charitable, or publicly funded organization
• A proactive, self-directed work style — demonstrated ability to anticipate the needs of a senior leader, identify operational gaps before they become problems, and take initiative on solutions without waiting to be asked
• Demonstrated expertise in budget development, financial reporting, account reconciliation, and grant administration
• Familiarity with the financial and governance requirements of registered charities and non-profit organizations in Canada, including CRA compliance
• High degree of professionalism and a proven track record of handling sensitive and confidential information
• Exceptional organizational skills with strong attention to detail and the ability to manage competing priorities in a resource-conscious environment
• Strong written and verbal communication skills; able to prepare clear, professional documents, funder reports, and correspondence
• Proficiency with financial systems (experience with UVic's FAST or similar ERP platforms is an asset) and the Microsoft 365 suite

Preferred

• Experience working within a university or UVic administrative environment
• Direct experience with grant-funded project administration across multiple funders especially government
• Familiarity with disability sector organizations, or community-based research initiatives
• Experience supporting a senior leader or Executive Director in a fast-paced, mission-driven environment
• Knowledge of non-profit governance structures, including board relations and committee administration

What We're Looking For

Beyond qualifications, we are looking for someone with a particular kind of character: someone who is quietly effective, deeply trustworthy, and genuinely motivated by the mission of CanAssist. You understand that in a non-profit, every dollar spent is a dollar entrusted to us by funders, donors, and the public — and you treat it accordingly.

You don't wait to be directed — you see what needs to be done, and you do it. You protect the people and information entrusted to you. You make the Executive Director more effective, and in doing so, you help CanAssist make a greater difference in the lives of the people we serve.

Working Conditions

This is a full-time position based at the University of Victoria campus in Victoria, BC. Some flexibility in hours may be required to support events, grant deadlines, or time-sensitive deliverables.

About CanAssist

Our mission is to address unmet needs of people, particularly those with disabilities, by advancing inclusion and accessibility provincially, nationally, and internationally.

CanAssist is an equal opportunity employer and is committed to fostering an inclusive workplace. We encourage applications from individuals of diverse backgrounds and experiences.

Additional Information

A criminal and vulnerable sector background check is required from all employees.

Applicants must have legal authorization to work in Canada.

Equity and Diversity Statement: UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.

Read our full equity statement here: www.uvic.ca/equitystatement.

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: carolinacortes@uvic.ca. Any personal information provided will be maintained in confidence.

How to Apply

Please send your application, cover letter and resume, in one single PDF file to carolinacortes@uvic.ca, Please use the following subject line when applying: Job application for CanAssist - Manager of Administration

Territory Acknowledgement

We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.