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Grant Programs Assistant, Canadian Breast Cancer Foundation, Ontario Region

Toronto, Ontario
Deadline August 4, 2015

Job Posting
Position: Grant Programs Assistant
Reports To: Senior Manager, Grant Programs
Status: Permanent, Full-Time
Location: Toronto, On


Established in 1986, the Canadian Breast Cancer Foundation is the leading national volunteer-based organization in Canada dedicated to creating a future without breast cancer.  The Foundation works collaboratively to fund, support and advocate for relevant and innovative breast cancer research; meaningful education and awareness programs; early diagnosis and effective treatment; and a positive quality of life for those living with breast cancer.

At an operational level, the Foundation carries out its work across Canada through the efforts of its five business units and their staff and volunteer resources:  four regional offices in Atlantic Canada, Ontario, Prairies/NWT and BC/Yukon, and one Central Office in Toronto.  Each of the five business units of the Foundation has defined roles and responsibilities within a shared-services organizational structure, maximizing operational efficiencies and delivery of consistent nation-wide messaging.  

The largest of the Foundation’s four regional offices, the Canadian Breast Cancer Foundation – Ontario Region raises and allocates funds for programs unique to the needs and priorities of the breast cancer community in Ontario.  The Region carries out its mission through its provincial Board of Directors, its volunteer network across the province, and its staff.

Position Summary:   

The Grant Programs Assistant works collaboratively with the Ontario Region Grants team to provide administrative support within a context of service excellence and the wise stewardship of funds.  The Grant Program Assistant works closely with the Grants Programs Officer to plan and implement administrative processes and schedules in support of the Foundation’s cause-related objectives and ensures that program administrative requirements are delivered effectively.


Grant Programs Administration

  • Under guidance of the Grants Officer, ensure effective administrative processes are in place to support Ontario Region grant programs, including development of materials, posting calls for proposals, processing of applications, eligibility review, decision-making and approval, funding, project monitoring, closeout and reporting
  • Create and maintain up-to-date grant lists, documents, reports, correspondence and schedules to support program administration, data retrieval and reportingTrack and coordinate receipt and processing of grantee and partnership reports, maintain files, prepare installment payments and related correspondence
  • Assist Grants Officer in the update of application forms and guidelines, funding agreements, instructions and correspondence, ensuring that all administrative components and coding requirements are addressed
  • Support the planning and development of new requests for proposals and partnerships ensuring that administrative requirements are addressed

Information and Referral

  • Address grant-related inquiries by making referrals to appropriate team members as required
  • Gather information to support the recruitment of potential grant review panel members and volunteers
  • Create flawless reports, complex correspondence and data analyses as required
  • Assist in the generation of detailed grant reports for various advisory committees as required  

Planning and Logistics

  • Track allocation of department timelines and schedules
  • Propose suggestions for future administrative improvements
  • Develop and maintain lists of Departmental vendors and service providers
  • Support the implementation of special projects, events and staff committees, as required
  • Record minutes, proceedings notes and follow-up items, as required

Support to Committees and Volunteers

  • Provide administrative support to advisory committees, including preparation of meeting packages, agendas, minutes, reports and relevant documentation
  • Ensure that committee lists, terms of reference, terms of office and committee member background information is recorded and maintained
  • Arrange and coordinate travel, accommodations, catering and meeting logistics
  • Process volunteer expense claims in a timely manner


  • Provide administrative support to the Senior Director, Research, Grants and Partnerships, as required
  • Track expenditures within areas of responsibility
  • Maintain supplies for Research, Grants and Partnerships team
  • Support Ontario Region-led National initiatives, as requested
  • Perform other duties or complete other ad hoc projects in support of the Cause Programs and Partnerships Department, as requested

Required Qualifications, Skills and Abilities:

  • Relevant post-secondary degree, diploma or equivalent
  • Minimum of 1-2 years progressive administrative experience
  • Strong knowledge of administrative procedures, knowledge of project administration/project management tools and techniquesNot-for-profit health related organization experience, preferably in grants administration
  • Experience responding effectively to a range of internal stakeholders, as required
  • Strong computer skills with experience in MS Windows, Excel, Word, databases and web-based computer applications
  • Excellent oral and written communication skills with high attention to detail
  • Ability to plan and coordinate complex activities, organize multiple tasks and prioritize work
  • Excellent interpersonal and organizational skills with the ability to work independently and as part of a team, assisting others when necessary
  • Research and analytical skills to provide detailed responses to requests for information
  • Discretion and tact – the ability to work with highly sensitive information and maintain confidentiality
  • Ability to be flexible and responsive to changing priorities, while meeting to work strict deadlines under pressure
  • Must be able to work with diverse communities and constituencies

Desirable Qualifications and Abilities

  • Knowledge of medical and scientific terminology
  • Experience working with volunteers
  • Conflict resolution skills
  • Knowledge of French

Conditions of Employment:

CBCF is committed to employment equity and offers a competitive salary. The position is based in our Ontario Region office at 20 Victoria Street, Toronto. Standard workweek is 35 hours, over 5 days, representing 8 hours daily including a daily one-hour break. Work outside of the regular work day is expected for attendance and participation at special events. Note: CBCF Ontario Region policy on working hours and compensatory time specifies flex time and compensatory time arrangements. All employees are guided by this policy.

To Apply:

Qualified applicants are invited to submit their resume and cover letter on-line by August 4, 2015. Please click to apply.

We thank all applicants for their interest; however only those candidates selected for an interview will be contacted.  No phone calls please.