Company Overview

Tropicana Community Services, a Toronto-based multiservice organization, provides all youth, newcomers, people of Black and Caribbean heritage and others in need with opportunities and alternatives that lead to success and positive life choices.  Our mission is achieved through culturally appropriate programs such as counselling, childcare, educational, and employment services and youth development.

The Opportunity

The Project Officer will support the organization by providing assistance throughout the confidential financial grant cycle, from application to submission through account setup and maintenance.  Develop strong professional relationships with potential donors and sponsors. Comfortable with outreach presentations with community partners and assisting with the organization and execution of various projects.  The successful candidate will be a highly organized, motivated, and productive individual who genuinely cares about the community and has the desire and ability to tackle a high volume of work amid competing and shifting deadlines.  The individual will be privy to confidential financial and/or organizational information from applicants.

Department: Head Office 
Reporting to: Director, Community Engagement and Project Development
Location: Scarborough, ON
Environment: Office based/Remote
Start Date: ASAP
Regular Hours: 9:00AM — 5:00PM 5 days/week

Areas of Responsibilities

Planning & Program Development:
Assist with developing the internal plans to facilitate the effective implementation and efficient operation of grants and projects in accordance with the department’s and funders’ goals and objectives.

  • Assist with the execution of all elements of the SBCCI and other projects and programs as assigned
  • Articulate and advise applicants/grantees of the implications and obligations of contract terms, and suggest alternatives when concerns are raised during negotiations
  • Assist the project activities related to submission and awarding of grants and contracts
  • Understand policies as they relate to grants, contracts, financial management and procurement
  • Act as central point of contact to coordinate and provide proactive and ongoing support for projects
  • Acquires and retains donors and helps them increase their contributions
  • Develop strong professional relationships with new and existing donors/partners by identifying, soliciting, and stewarding potential partners, donors and sponsors
  • Recognizes the power of stewardship – thanking donors, informing them about the impact of their gifts, keeping them apprised of progress on the community priorities
  • Builds relationships across different community organizations
  • Delivers presentations to a variety of audiences in various settings.
  • Assist with the execution of projects, such as F-Bites, Green for Good, CP24 CHUM Christmas Wish, United Way campaign, etc.
  • Review submitted applications, set up and support of review committees, notice of decisions and disseminating feedback, the announcement of results
  • Enter, maintain, and improve records of incoming grant applications in electronic tracking system and ensure accuracy of information
  • Draft institutional correspondence, forms, and assurances related to grant applications and grants management
  • Assist with writing and editing grant proposals and reports for institutional donors and government agencies
  • Review research agreements, liaising with internal stakeholders, including project teams to obtain relevant information

Financial Management:
Assist in monitoring various projects and operational budgets

  • Coordinate the administrative and financial information of grant applications and other projects, including the financial reports, preparation of briefing and approval memos to Executives
  • Enter agreement and budget information into tracking system in order to set up fund accounts or process amendments
  • Assist in developing and monitoring grant and budget proposals
  • Maintain effective record-keeping and statistics
  • Prepare requisitions for the grant programs and submit to the Manager in a timely manner

Provide administrative duties to meet objectives.

  • Conduct a preliminary scan of each application to determine if any information is missing, and follow up with the source as appropriate
  • Assist with managing and maintaining grant files to ensure grant-related correspondences, guidelines, and requirements are documented and confidentiality is maintained throughout the process
  • Track and update a variety of financial grant award details in various platforms to ensure the accuracy of information
  • Perform follow-ups, audits and other investigations to ensure timely processing of account set-ups and maintenance
  • Provide programmatic and organizational support as required
  • Coordinate staff schedules and timesheet submission
  • Prepare monthly reports for Director, statistical information and coordinate other administrative duties in English and/or French languages, as required
  • Other duties as assigned

Information Technology:
Provide IT support to meet objectives.

  • Involved in the development and design of grants database to support the program including capturing information, reports to be produced to meet funders, grant applicants and organizational needs in accordance with the financial contracts and privacy legislation
  • Responsible for ensuring the confidentiality of information entered in the database in conjunction with the manager or Director

Skills and Qualifications

  • College diploma in Business Administration or Business Management
  • Experience in an administrative role, outreaching with community partners and clients
  • Ability to prioritize and handle a high volume of diverse projects with hard deadlines simultaneously
  • Project management training or demonstrated skill and or experience
  • Demonstrated knowledge of experience with and commitment to dealing with the issues faced by the Black community in Canada
  • English/French bilingual is a strong asset
  • Demonstrated excellent oral and written communication skills, interpersonal and organizational skills, and demonstrated ability to take initiative and solve problems
  • Advanced-user knowledge of all common office applications
  • Experience with competitive research funding applications is an asset
  • General resourcefulness and an ability to quickly find, learn, and assimilate new information is a must

How to Apply

Internal candidates are asked to submit a completed résumé, cover letter, to, no later than 5:00 pm, May 13, 2022.

External candidates are asked to submit a completed résumé, cover letter, to, no later than 5:00 pm, June 3, 2022.

Although we appreciate each application, only those candidates being considered for the position will be contacted.

It is a condition of employment that new employees provide proof that they are fully vaccinated against COVID-19 prior to the start date of employment. This means that all new employees must have received all doses of a COVID-19 vaccine approved by Health Canada prior to their start date.  Applicants who have appropriate written proof of a medical reason, or a reason pursuant to the Ontario Human Rights Code, for not being fully vaccinated against COVID-19 may provide such documentation to the Human Resources department. Such situations will be considered on a case-by-case basis.

Tropicana Community Services is committed to creating an inclusive, barrier-free recruitment and selection process. Please inform the Human Resources department, at the time of your application, of any requirement for accommodation in order for us to assess all employees in a fair and equitable manner.