Contract Administrator
Banff Centre for Arts and Creativity
Salary Range: $56,388.80 – $59,196.80
Deadline to apply: June 16, 2024
Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders and thinkers – to unleash their creative potential.
We recognize, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minihrpa” (translated in Stoney Nakoda as the waterfalls) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, and Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Métis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work and play here, help us steward this land, and honour and celebrate this place.
The Opportunity
The contract administrator supports various teams at Banff Centre with administrative tasks related to contract management for speakers, storytellers and presenting artists and other agreements as assigned. This work requires a high attention to detail and includes coordinating contracts, managing agreements with external stakeholders, developing and implementing new internal processes. We’re looking for someone who can work with a high degree of confidentiality and discretion, with a focus on strong customer service for our artists and presenters.
Specific Accountabilities
Contract Management
- Prepare agreements that support post-secondary learning activities that include customized programs speaker agreements for presenting events and public programs, as well as honorariums, liability waivers, photo/recording release and licensing agreements and property loans.
- Maintain a library of approved agreements and contracts that are in compliance with current Banff Centre policies and procedures, industry standard best practice, current copyright legislation, Freedom of Information Protection and Privacy (FOIP), Canada Revenue Agency (CRA), Immigration, Refugees and Citizenship Canada (IRCC) and other applicable regulations.
- Ensure final copies of signed agreements are appropriately archived and adhere to a records retention and management schedule in compliance with FOIP, CRA, legal and archival standards.
- Conduct regular training sessions to ensure program delivery specialists and program/production managers and directors are apprised of any changes to CRA, IRCC or other regulations that may impact their stakeholders.
Contracts
- Provide accurate documentation and instruction to assist international speakers in the navigation of CRA’s online resources to apply for applicable tax waivers.
- Remain current on immigration rules and regulations to ensure accurate pre-arrival information and border arrival paperwork are provided to ensure they are entering and working in Canada legally and any possible risk to Banff Centre is mitigated.
- Administer the terms of the contract including the processing of fee payments, reimbursement of expenses, booking travel, confirming accommodations and coordination of meal plans.
- Ensure all appropriate Government of Canada documentation is obtained and/or completed, e.g., Social Insurance Numbers (SIN), work permits, IRCC compliance fee payments, etc.
- Process room bookings for on-campus requirements related to the administration of the contracts.
Financial
- Once a program has ended, reconcile agreements, collect all relevant billable activities from program/production managers and submit invoices and payments to Finance.
- Ensure all contract-related payments are processed in a timely manner.
- Prepare annual TD4 reports, statistical, financial and administrative reports as required.
- Assist program directors in the processing of accruals and deferrals for all contract-related expenses.
Qualification and Educational Requirements
- 3+ years’ experience in an office support role, preferably in a non-profit organization, financial office, or within a company’s corporate responsibility department.
- Bachelor’s degree, post-secondary diploma, certification and/or equivalent work experience, preferably in the arts, business administration, non-profit administration experience is an asset.
- Excellent interpersonal and client services skills; a self-starter.
- Ability to achieve goals in a self-directed manner.
- Strong organizational skills with attention to detail and ability to meet deadlines.
- Able to maintain confidentiality and exercise discretion due to handling sensitive information.
- Advanced and demonstrated computer skills working in a Microsoft Office environment.
- An appreciation of, and participation in, the arts, leadership and mountain cultures or similar disciplines.
Employment Terms & Benefits
- In accordance with CUPE 4318, this is a unionized, salaried support staff position, subject to a 6-month probation period.
- The salary for this position is between $56,388.80 to $59,196.80 per year depending on experience, working 40 hours per week.
Benefits of working at Banff Centre are:
- Transitional staff housing options (based on availability)
- Alberta Blue Cross health benefits
- Defined benefit pension plan
- Employee Assistance Program
- Staff cafeteria and restaurant discounts (at Maclab Bistro and Vistas)
- Onsite fitness facility at a discounted rate – first month free for new members! (includes pool, climbing wall and gym.)
Application Process
We are currently accepting applications for the contract administrator position until 11:59pm MT on June 16, 2024.
Please include a cover letter demonstrating how your experience translates to this position and why you are interested in joining Banff Centre.
Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.
For full details and to apply visit banffcentre.ca.
