Contract Administrator

Job Responsibility:

Contract Administrator

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus - artists, leaders, and thinkers - to unleash their creative potential.

We acknowledge, 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 “Minhrpa” (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, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rocky view District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The Contract Administrator supports various teams at Banff Centre with coordinating contracts for faculty and speakers and managing agreements with external stakeholders, as well as developing and implementing new processes, and training new employees. Confidentiality and discretion are paramount due to handling sensitive information, with a focus on upholding Banff Centre's brand and programs.

Specific Accountabilities

Contract Management

• Prepare agreements that support post-secondary learning activities that include, but are not limited to: faculty and speaker agreements, elder agreements, 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, program/production managers, and directors are apprised of any changes to CRA, IRCC or other regulations that may impact their stakeholders.

Faculty Contracts

• Act as point of contact for faculty regarding the interpretation of contractual terms including travel policy and CRA tax status regulations.
• Remain current on immigration rules and regulations to ensure faculty are provided with accurate pre-arrival information and border arrival paperwork to ensure they are entering and working in Canada legally and any possible risk to Banff Centre is mitigated.
• Provide accurate documentation and instruction to assist international faculty in the navigation of CRA's online resources to apply for applicable tax waivers.
• 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 faculty and sessional directors.

Financial

• Reconcile partnership agreements and parent account agreements at program conclusion in line with signed contract, collecting all relevant billable activities from the Admissions Office and program/production managers and submitting to finance for invoice or payment.
• Ensure all contract-related payments are processed in a timely manner.
• Prepare annual TD4 reports, statistical, financial and administrative reports as required.
• Assist Arts and Leadership Program Directors in the processing of accruals and deferrals for all faculty 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.
• 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 environments.

Employment Terms & Benefits

• In accordance with CUPE 4318, this is a unionized, salaried support staff position, subject to a 6 month probation period.
• The annual salary for this position is between $52,864.50 and $55,497.00, depending on experience, based on working 37.5 hours per week.
• The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.
• Benefits of working at Banff Centre are:
  • Transitional staff housing options (based on availability)
  • Professional development
  • Employee Assistance Program
  • Hybrid work environment (3 days in the office, 2 days remote)
  • Health care spending account
  • Staff cafeteria and restaurant discounts
  • Onsite fitness facility at a discounted rate - first month free for new staff!

Application Process

• We are currently accepting applications for the Contract Administrator position until a suitable candidate has been found.
• 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.

Commitment to Diversity

Banff Centre for Arts and Creativity is committed to creating an equitable, diverse, and inclusive campus for students, faculty, staff and visitors. Guided by our values, Banff Centre is rooted in Alberta with provincial, national and global impact. Our strength arises from inclusion; the diversity of people, ideas, perspectives, and cultural backgrounds in our work and team. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression to apply.

FOIP Statement

Banff Centre for Arts and Creativity, through its third-party vendor, collects and stores information applicable to the candidate profile you create when you submit the information asked for above. The use and disclosure of the collected information is for the sole purpose of job search and placement activities for Banff Centre. The information is subject to the Freedom of Information and Protection of Privacy Act. The information will be retained and when disposed of it is done so in a secure matter.