External Funding and Program Administrator - Part time

The External Funding and Program Administrator is a part-time CLRA / Flextrack contract role supporting administration of the SREP federal funding program at approximately 15 hours per week. The term is expected to continue through the SREP program, currently understood to require quarterly submissions through March 2030; final close-out date to be confirmed. Compensation and reporting relationship are to be confirmed.

The role will support quarterly SREP claims and progress reporting, funding compliance, internal approval coordination, audit readiness, NRCAN correspondence, and maintenance of program records through established tools and processes.

The details of this role that will help you decide

Position: External Funding and Program Administrator - Part time
Payrate: $56/h
Part time assignment : The hours will be determined by the hiring manager based on the workload. Typically workload will remain 15 hours per week approx including additional hours from time to time, subject to business needs
Location: Largely remote; Edmonds Burnaby, British Columbia, Canada V3N 4X8 office attendance expected at least monthly and as needed

Advantages
- 12 month contract (possibility of extension based on volume and performance)
- Hybrid work arrangement based out of the Edmonds office.

Responsibilities
· Develop and maintain an understanding of the SREP contribution agreement, claims guidance, reporting requirements, and related NRCAN expectations and escalate interpretation, commitment, or policy issues to appropriate project or director-level stakeholders.

· Develop and maintain a quarterly reporting schedule, manage responsibilities and due dates.

· Plan and coordinate with Project Managers, Cost Analysts, Schedulers, Finance, Contract Professionals, Contract Administrators, Environment, Human Resources, Indigenous Relations, NIA Planning and Strategy, Project Delivery, NIA Directors, and other stakeholders as required to gather inputs for the quarterly SREP claims.

· Coordinate updates to quarterly progress report, including project dates and performance, jobs, task status, key equipment, subcontractors, permits and approvals, Inclusivity, Diversity, Equity, and Accessibility Plan, and cost information.

· Review claim workbooks for completeness, accuracy, consistency, and compliance with claim guidance.

· Maintain claim preparation materials, claim submission forms, supporting documentation, backup files, and maintain supporting records so that company can respond efficiently to NRCAN audit questions and internal information requests

· Coordinate internal review and approval workflows for claims and reports, including preparing materials for Commercial Management, Project Managers, and Directors as required to meet submission deadlines.

· Submit prepared and reviewed quarterly deliverables, liaise with NRCAN, and address inquiries.

· Maintain and update claims and contribution forecasts in coordination with project teams and identify contribution amounts and funding re-allocation needs throughout the duration of the SREP program. Manage changes to the Contribution Agreement as needed and engage appropriate stakeholders in the decision-making process.

· Act as company’s day-to-day point of contact with NRCAN for SREP claims, reports, audit questions, agreement administration, reporting guidance, and tri-annual meeting preparation.

· Support other Commercial Management activities, subject to business needs, such as business case development, funding applications, regulatory submissions, and financial analysis, based on business needs and the successful candidate's experience.

Qualifications
· Experience in finance, project controls, cost analysis, financial reporting, project management, or a related field within a capital-project environment, including coordinating processes involving multiple stakeholders and fixed deadlines.

· Ability to independently coordinate inputs, approvals, reporting, and stakeholder communications for projects, programs, funding agreements, financial reporting, contract administration, or comparable processes.

· Strong organizational skills and the ability to manage recurring deliverables, follow up on inputs, track open items, and keep records complete and audit-ready.

· Comfort working with ambiguous requirements, interpreting guidance, and applying requirements consistently across claims, reports, and supporting documentation.

· Confidence communicating with external parties and representing company professionally in routine funder interactions.

· Sound judgment to identify issues, escalate decisions appropriately, and distinguish between administrative follow-up and matters requiring Commercial Management, project, finance, legal, or director input.

· Comfort working with detailed Excel workbooks, cost data, payment information, supporting documentation, and status tracking tools.

· Clear written and verbal communication skills, including the ability to summarize issues, request inputs, and prepare concise updates for reviewers and approvers.

· Experience with capital projects, government funding programs, contribution agreements, funding claims, or comparable compliance-based financial processes is an asset.

· Familiarity with SharePoint, Microsoft Teams, Outlook, Word, and Excel is required; experience maintaining shared program records is an asset.

Summary
If you are interested in this External Funding and Program Administrator - Part time position, please apply online today

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.