Governance and Finance Coordinator

Finance and AdministrationPart TimeOttawa, ON

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Job type: 90% FTE, permanent

Classification: TBD

Reports to: Executive Director

Job Description

Working closely with the Director of Corporate Services, the Governance and Finance Coordinator provides logistical and records management services to both management and the volunteers on the Board of Directors and its related committees, and administers payroll, payment, and bookkeeping procedures for the Institute.

Key Responsibilities

Support Vanier Institute governance activities:

  • Orient new Board members to Microsoft Teams and operating procedures
  • Prepare and distribute meeting agendas and related documents, in collaboration with Committee chairs, the Executive Director, and the Director of Corporate Services
  • Take minutes of Board and Committee meetings
  • Maintain Board and Committee electronic files

Provide bookkeeping and accounting services, in keeping with Vanier Institute financial control systems:

  • Administer payroll through Ceridian
  • Confirm that invoices in Accounts Payable have been approved as per authorization policies and set up payment transactions online
  • Enter journal transactions for monthly closures, Endowment fund reconciliations, and payroll
  • Complete month-end bookkeeping routines, and prepare financial reports for review by the Director of Corporate Services
  • Prepare HST rebate filing based on QuickBooks records
  • Support the Director of Corporate Services in preparing audit schedules and responding to auditor queries

Assist executive management as needed:

  • Maintain compliance and reporting schedules based on statutory or contracted requirements (CRA, Industry Canada, foundations), and alert responsible parties to approaching deadlines
  • Provide logistical support for travel, conference and speaking engagements, and other activities of the Executive Director


  • A diploma in office administration and/or bookkeeping with three years of related work experience, or a combination of training and work/life experience that provides an equivalent base
  • Demonstrated ability to maintain confidentiality and act with discretion
  • Extremely well organized with high attention to detail
  • Ability to adapt to changing priorities, evolving processes, and stakeholder feedback
  • Superior time management and organizational skills and ability to meet deadlines
  • Bilingual in English and French


  • Experience working in a not-for-profit organization
  • Experience working with a Board of Directors
  • Familiarity with Microsoft Office 365 and Teams, and QuickBooks Online
  • Familiarity with Ceridian Powerpay