Project Administration Officer

Position Title: Project Administration Officer
Department: Coady Institute
Position Type: Full-Time (Term)
Classification: MPE Band D
Salary Range: $57, 583 - $70, 356
Posting Date: July 24, 2026
Closing Date: August 7, 2026, at 1:00 PM AST

Position Description

The Project Administration Officer will contribute to the financial and administrative lifecycles of a range of projects and partnerships in Coady Institute under the supervision of the Executive Director and in collaboration with the Manager, Finance.  The Officer will work closely with project leads within Coady Institute in the delivery of our programs and services, ensuring compliance with funder agreements.  The Officer’s work will vary in complexity, commensurate with project sizes (ranging from under $25,000 to over $2,000,000 per year).  This will include contractual and logistical aspects of our project partnerships.  On the financial side, the Officer will collaborate with the financial team at Coady Institute in monitoring the Centre's project budgets and reporting timelines.  The Officer will prepare contracts and develop quarterly projections.  The Officer will contribute to the preparation of narrative reports for external agencies.  

The Project Administration Officer will bring rigour to our project management processes, recommending procedures for project oversight at the Institutional level and developing appropriate tools to provide a monthly overview and snapshot of current project status.  The Officer will maintain consistent records and to support project leads with the workflow of our diverse set of projects, ensuring we are meeting our workplan and reporting obligations in a timely way.  The Officer may at times also support the capacity building of partnering organizations where they intersect with these processes. 

The Project Administration Officer will contribute to the development of project proposals when necessary, including the drafting of budgets and activity timelines.

The incumbent carries out work responsibilities with a high degree of confidentiality and a strong detail orientation.  For parties contacting the Institute, the Project Administration Officer will often be the first point of contact both internally and externally. Thus, the position requires professionalism, self-motivation, financial and administrative aptitudes, the ability to multi-task, work independently and complete activities within tight timeframes.

Key Responsibilities

• Develop and oversee an evolving and complex project tracking system for the Institute, using both existing and new software.


• Responsible for preparing a monthly overview and updates on the status of projects and timely project summary reports for the Coady leadership team, partners and stakeholders.


• Design and maintain appropriate records management for projects in accordance with funder obligations and for auditing purposes, ensuring data integrity and consistent use across the institute.


• Liaise with the Manager of Operations on project procurement and other logistical needs.


• Design project management structure for new initiatives


• Contribute to the overall project management cycles, including development, initiation, monitoring and closure, ensuring projects and initiatives align with contractual commitments along with the Coady leadership team and project leads. 


• Contribute to the preparation of workplans, including resource allocations, timeframes and budgets for projects, including preparation of forecasts and changes to project activity schedules. 


• Contribute to the preparation of funder narrative reports.


• Draft consultancy contracts or partnership agreements in accordance with established policies and templates for Coady/StFX.


• Maintain comprehensive and accessible project documentation by integrating project management tools. 


• Liaise with the Coady operations team on project partner travel and logistical needs for project activities or Coady course participation.


• Handle with confidence and absolute confidentiality complex files and sensitive university, governmental and community-related issues involving clients, stakeholders, and partners


• Support the development and preparation of quarterly financial updates and project financial reports.


• Prepare cost estimates for activities; track project budgets and provide regular updates to project leads. 


• Perform project-based internal reviews when required; support pre-audit preparation for projects


• Acquire information for invoice preparation and fund requisitioning.


• Assist external project partners who are submitting forms such as travel claims.

Qualifications

• The ideal candidate will possess at minimum a Bachelor’s degree in a relevant area


• Minimum of 3 years' experience.


• The candidate must exhibit superior communication and interpersonal skills.


• Advanced skills in all MS Office components (Word, Excel, Outlook, PowerPoint) are essential.


• This position may require a flexible work week during peak periods.


• The ability to work well with others, both internally and externally, from a wide variety of backgrounds in a professional environment.

To apply for this opportunity, click the "Quick Apply" button and upload your cover letter and resume as a single combined PDF document (maximum 6 MB). Only one file can be uploaded per application.  

StFX is located in Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People.

Our institution is committed to upholding the values of equity, diversity, inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mi’kmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQIA+ and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact People and Culture at [email protected] or 902-867-5038.  

About the Coady Institute

Located on the campus of St. Francis Xavier University, the Coady Institute is a global leader in citizen-led, community-driven, asset-based approaches to change. In collaboration with partners and change agents worldwide, the Institute works to strengthen local economies, build resilient communities, and promote accountable governance. The successful candidate will join a dynamic group of individuals working towards a “full and abundant life for all.” Together, we strive to build safe, welcoming, and inclusive spaces and commit to the principles of diversity, equity, inclusion, and social justice at our workplace and in our community.

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today’s undergraduates by providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada’s most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean's annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca.

About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year. For more information, visit www.townofantigonish.ca or www.visitantigonish.ca.