Position Summary:

Reporting to the Executive Director, the Business Operations Administrator is responsible for the day-to-day administration of the organization’s cross-functional operations including human resources support, finance support and business development support.

The Business Operations

Administrator will serve as an assistant to the Executive Director and as the primary administrative resource to the CDIC Board of Directors and its standing committees. In addition to human resources and finance support, the position leads governance administration — meeting coordination, agendas, minutes, motions, resolutions and corporate records — and administers CDIC’s HubSpot CRM in support of business development and marketing activities.

The Business Operations

Administrator plays a key role in the successful operation of the business, works closely with the Executive Director on confidential and time-sensitive matters, and coordinates team building activities to maintain an exceptional corporate culture.

Duties and Responsibilities:

Executive Assistance & Board Governance Support:

· Manages the Executive Director’s priorities and deadlines, tracking commitments and following up with internal and external parties on the Executive Director’s behalf;

· Serves as the primary administrative contact for the CDIC Board of Directors and its standing committees;

· Coordinates the annual Board and committee meeting calendar; prepares, assembles and circulates agendas, meeting packages and supporting materials in advance of each meeting;

· Records, drafts and distributes minutes for Board and committee meetings, including in camera sessions, applying Robert’s Rules of Order and maintaining strict confidentiality;

· Tracks motions, resolutions and action items arising from Board and committee meetings and follows up to ensure completion;

· Drafts member and Board resolutions, director appointment documentation, and other governance records for review by the Executive Director;

· Maintains the corporate governance record, including by-laws, policies, board and committee rosters, conflict of interest declarations, director records and contact information, and executed resolutions;

· Assists the Executive Director with the annual general meeting, strategic planning sessions, and reporting on progress against the strategic plan and associated key performance indicators;

Business Development, Marketing & CRM Administration:

· Serves as the account administrator for CDIC’s HubSpot CRM, including user management, permissions, system configuration, and data quality and integrity;

· Builds and maintains contacts, companies, deals and pipelines in HubSpot, tracking partner, sponsor, client and funder engagement through each stage of the relationship;

· Creates and maintains HubSpot lists, workflows, templates, forms and email campaigns to support outreach, marketing and stakeholder communications;





· Produces HubSpot dashboards and reports on pipeline activity, engagement and business development performance for the Executive Director and the Board;

· Supports the development of proposals, sponsorship packages, presentations and other business development materials with the Executive Director, Project Manager and/or Research Manager;

· Coordinates business development and marketing activities, including events, conferences, site visits and promotional materials;

· Maintains the stakeholder and partner database, including agreements, renewal dates, deliverables and follow-up requirements;

· Assists with website content updates and communications coordination as required;

· Administers Smartsheet and other project and resource management software supporting day-to-day operations of the organization;

Payroll & Benefits Administration:

· Compiles, prepares, processes and inputs payroll information in order to produce timely and accurate pay for employees;

· Reconciles monthly/weekly Receiver General Remittances, benefits and payroll taxes;

· Processes attendance information; determines sick leave and vacation eligibility; determines overtime pay/banked time;

· Processes miscellaneous deductions; and issues manual checks where required.

· Calculates employee taxable benefits and prepares and distributes T-4 summaries in accordance with legislated deadlines;

· Prepares other forms (such as records of employment, income tax forms);

· Administers and supports WCB claims;

· Ensures compliance with all Federal and Provincial legislation;

· Maintains detailed records and documentation for audit purposes, in accordance with statutory requirements;

· Monitors, reviews and responds to all payroll-related inquiries from CDIC employees;

· Maintains confidentiality of information: handles sensitive, payroll and tax-related information in an accurate, expedited and confidential manner;

· Recommends changes for improvements as needed;

· Tracks and assists with updating employee and company policies with Executive Director;

· Assists with employee onboarding including but not limited to network access, parking and security requirements (i.e., security badge);

· Assists with human resources related documentation for permanent employees, casual employees and students;

· Other duties as assigned by the Research Manager and/or Executive Director

Accounts Payable and & Receivable:

· Processes accounts payable and accounts receivable;

· Receives and verifies invoices and requisitions;





· Processes invoices according to standard operating procedures, ensuring payments are supported according to established payment policies;

· Maintains filing system: data entry of invoices, coded accounts to invoices and provides backup, journalized invoices into computer system;

· Processes bank deposit transactions; checks and electronic payments;

· Processes expense reports;

· Issues on-demand cheques;

· Assists in monthly financial reports and variance analysis when needed;

· Assists with preparation of GST returns;

· Assists with annual year-end external audits;

· Other duties as assigned by the Financial Analyst, Research Manager and/or Executive Director

Other Administrative Duties:

· Maintains office equipment and supplies inventory;

· Liaises with facility services, material services, housekeeping services and Shared Health Digital;

· Assists reception desk functions during admin support breaks, vacation, etc;

· Assists with the control of keys and other security measures for the center;

· Maintains positive relations with CDIC team members and assists in coordinating corporate team building events and activities;

· PowerPoint Presentations and other materials as required;

· Performs other related duties as assigned.

Qualifications and Competencies:

· Experience with payroll and benefits administration is required.

· Experience in Accounts Payable and Accounts Receivable is required.

· Working knowledge of PayWorks, Smartsheet, HubSpot and QuickBooks is required.

· Prior experience providing executive-level administrative support to a senior leader, and administrative support to a Board of Directors, is required.

· Must have a working knowledge of Excel.

· Exceptional customer service ability, both written and verbal.

· Ability to operate independently as well as part of a team.

· Detail oriented.

· Ability to prioritize competing tasks and projects with multiple team members and stakeholders appropriately and with minimal supervision.

· Resourceful and adaptable.

· Demonstrated knowledge of not-for-profit governance practice, including meeting procedure (Robert’s Rules of Order), minute taking, resolutions and corporate records management.

· Demonstrated experience administering a CRM platform (HubSpot preferred), including pipeline management, workflows and reporting.

· Strong written communication skills, including the drafting of minutes, correspondence, resolutions and reports.

· Experience supporting business development, marketing or stakeholder engagement activities is a strong asset.

· Proven ability to handle confidential and sensitive information with discretion and sound judgement.

Job Type: Full-time

Pay: From $27.69 per hour

Benefits

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off

Work Location: In person

📌 Business Operations Administrator (Winnipeg)
🏢 Chronic Disease Innovation Centre
📍 Winnipeg