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Grants Administrator - The W. Garfield Weston Foundation

Oct 13, 2019
Toronto, Ontario
Entry Level

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The Weston Family Microbiome Initiative directly supports world-class microbiome research. Using an innovative, collaborative granting process, the Initiative aims to accelerate the development and application of the microbiome in improving health through treatment and prevention.

The Initiative was founded in 2017 with the aim of supporting Canadian research efforts to better understand and capitalize on the potential of the human microbiome. Two years on, the Foundation is eager to expand its programming to support more-advanced, larger scale projects that deliver significant impact in improving the health of Canadians and the world abroad. The Initiative is one of several granting arms in the W. Garfield Weston Foundation, which offers a diverse, fun, fast-paced, high performing and very welcoming environment.

In this role, you will be managing grants and providing administrative support to the Initiative and its programs, managing the operations of a large portion of its grant portfolio. You will also contribute to key support functions including public relations and accounting. The Initiative has set a course for scaling its mandate and the ideal candidate will display aptitude for furthering this momentum and enthusiasm for continued professional growth.

The Grants Administrator will report to, and work closely with, the Program Director. The successful applicant will work out of the Foundation’s primary office in downtown Toronto, ON.


Grants Management

  • Coordinate and administers granting programs based on Foundation standards and processes using grant management software:
    • Track applications, reviews and reports
    • Organize and prepare documents for meetings
    • Work with institutional contacts to execute agreements
    • Work with grant management software to process applications
  • Work with applicants and grantees on administrative issues.
  • Work with Initiative team to maintain and refine grant management software.
  • Contribute to the development of report prototypes and generates reports as required.
  • Prepare funding requisitions and tracks cheques/transfers.
  • Obtain approval and signatures.
  • Track and record tax receipts.
  • Draft correspondence on behalf of the Weston Family Microbiome Initiative.
  • Interface with researchers in grantees to track project progress and identify opportunities and challenges.

General Administration

  • Prepare templates, routine letters and other communication (e.g., thank you notes, meeting minutes).
  • Handle routine telephone inquiries.
  • Organize meetings, teleconferences, etc.
  • Prepare expense reports.
  • Assist with coordination of Board Meetings and other events.
  • Assist with website and social media updates.
  • Provide administrative support to the Public Relations function.
  • Update the Initiatives planning calendars.
  • Track deadlines including committee work, RSVPs, invitations etc.

Accounting, Board and Other

  • Assist in financial tracking and planning, for tax, grant management and budgeting purposes.
  • Prepare financials for quarterly reviews and Board meetings.
  • Draft updates to Committee monthly; summarizes these for the Management Group ~4 times a year.
  • Assis in preparing financials, e.g. quarterly expense and donation reports
  • Assist in preparing other materials for Board and Committee meetings.
  • Provide administrative support to the Public Relations function.
  • Other special projects as required.


  • Post-secondary education and 1-3 years of relevant experience.
  • Adaptable and flexible individual with a demonstrated ability to work in a fast-paced environment and juggle multiple priorities. Organized, efficient, detail-oriented, quick learner and practiced multi-tasker.
  • Works well independently and within a team environment.
  • Professional and articulate.
  • Excellent written and oral communication.
  • Excellent computer skills, including Excel, Word, and PowerPoint. Microsoft Access or similar database experience is an asset.
  • Proactive and action-oriented personality; strong sense of pace and urgency.
  • Familiarity and comfort with numbers and numerical analysis.
  • Strongly prefer candidates with experience in:
    • Accounting, finance.
    • Communications, marketing, outreach or public relations.
    • Document design.
  • Prefer candidates with experience in:
    • Grants administration and reporting, or similar.  
    • Microsoft Access.
    • SmartSimple, Salesforce or similar information management systems.
  • Interest and/or experience in the biological, nutritional and health sciences is an asset, including
    • Undergraduate, Master’s or PhD-level education and training
    • Professional experience
    • Demonstrated personal interest

George Weston Limited recognizes Canada's diversity as a source of national pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the products we sell, the people we hire, and the culture we create in our organization. Accommodation is available upon request for applicants and colleagues with disabilities.

In addition, we believe that compliance with laws is about doing the right thing.  Upholding the law is part of our Code of Conduct – it reinforces what our customers and stakeholders expect of us.

Number of Openings: 1

Please apply directly to the link provided:

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