Operations and Finance Coordinator

Summary

Description

Employment type: Employee
Reports to: Manager, Corporate Services
Salary: CAD 60,000–70,000 per annum
Working hours: 37.5 per week; Canadian business hours, with occasional international meetings
Visit the HTAi Careers page: https://htai.org/about/our-team/careers/

About HTAi

Health Technology Assessment international (HTAi) connects people who produce, use or encounter health technology assessment to exchange knowledge and strengthen practice worldwide. Registered and headquartered in Edmonton, Canada, the society has an established, experienced Secretariat collaborating across countries and time zones.

Purpose of the role

This hands-on administrative role helps HTAi’s colleagues keep essential work organized, accurate and on schedule. Approximately half the role supports finance administration; the remainder supports wider corporate administration. You will follow established procedures, maintain records, track deadlines and follow up outstanding actions, helping colleagues deliver their work smoothly. Working closely with the qualified accountant (Manager, Accounting) and the Manager, Corporate Services, you will prepare administrative information, coordinate routine processes and flag issues needing attention. Clear responsibilities, guidance and delegated authority provide the framework for your work. You will also suggest straightforward improvements to existing tools and processes, contributing dependable support and continuity to a collaborative international team.

Key accountabilities

1. General operations and administration.
   • Maintain operational trackers, deadlines, process documentation and continuity information; follow up actions and support approved improvements.
   • Coordinate the information inbox and routine inquiries; support designated systems, access administration and provider contact.
2. Contracts and supplier administration.
   • Maintain agreements, supplier and professional-adviser records, obligations, renewal dates, notice periods and routes for advice.
   • Track contract reviews, approvals, signatures, renewals and close-out; follow up outstanding actions within established procedures.
3. Finance administration — approximately 50%.
   • Prepare invoice and payment documentation; track approvals and outstanding receivables, and follow up payments and reminders.
   • Maintain finance calendars and records; prepare supporting information for reporting, year-end and audits, flagging gaps to the accountant.
   • Assist with expenses, reconciliations, payroll, banking and wire-transfer documentation, and vendor records.
4. People and HR administration.
   • Coordinate onboarding, offboarding, personnel records and access requests using approved checklists.
   • Support payroll, leave, benefits information, enrolment and provider contact; maintain approved HR policies, procedures and templates and track reviews.
5. Information and document management.
   • Maintain SharePoint records and filing, ownership, permissions, archiving and retention guidance; follow up content owners on outdated or misplaced information.
   • Support approved data-protection and access processes; coordinate document reviews, migrations and technical support, routing incidents and specialist questions.

Essential competencies

Technical and administrative competencies

• Administrative experience: Demonstrate routine general administration or business support using established procedures.
• Work coordination: Track competing priorities, recurring tasks and deadlines; communicate outstanding actions.
• Routine finance support: Prepare and track invoices, expenses or other transaction documents.
• Records: Maintain accurate, accessible trackers and documentation; protect confidential information.
• Microsoft 365: Use Excel trackers, Outlook calendars, Word documents and Teams collaboration.
• Learning systems: Learn business systems, follow procedures and seek clarification when needed.

Behavioral competencies

• Reliability and accountability: Complete agreed work; flag risks to commitments promptly.
• Accuracy: Check details, identify discrepancies and correct or refer errors.
• Practical judgment: Work within delegated authority; escalate sensitive or specialist matters.
• Initiative and follow-through: Take agreed next steps, follow up actions and suggest practical improvements.
• Communication and collaboration: Give clear updates, coordinate respectfully and handle sensitive information discreetly.
• Adaptability: Adjust agreed priorities with colleagues across cultures and time zones.

Desirable competencies

Useful additional experience—not prerequisites for appointment:

• Supporting an accountant, bookkeeper or finance team.
• Canadian payroll, benefits or employment administration.
• Maintaining contract and supplier records.
• SharePoint filing, permissions or document management.
• Work in nonprofits, professional associations or international organizations.

Working relationships and support

You will join an experienced, supportive team, reporting to the Manager, Corporate Services, who sets priorities and delegated authority. The qualified accountant (Manager, Accounting) retains responsibility for accounting, financial transactions, controls, reporting and professional financial decisions. You provide administrative capacity using established procedures. Authorized colleagues and advisers retain specialist HR, legal, information governance, technology and management decisions; functional owners retain responsibility for requirements, approvals, content and service performance.

What success looks like

• Invoices, receivables, approvals and routine finance tasks receive reliable follow-up.
• Organizational records are accurate, accessible and up to date.
• Contracts, renewals and recurring obligations are tracked and flagged in time.
• Colleagues and external providers receive dependable support and clear updates.
• Agreed improvements make administration more consistent and support continuity.

Working arrangements

Employee position, remote from Alberta, Canada, working 37.5 hours per week. Core working times align with Canadian business hours, with occasional earlier or later meetings with international colleagues and providers.
Salary: CAD 60,000–70,000 per annum, depending on experience and competencies.

Benefits and vacation: Eligibility to participate in HTAi’s health benefits and RRSP programs after 90 days. Entitlement to 15 days of vacation, taken in accordance with HTAi’s policies and procedures.

The employment agreement and applicable HTAi policies define the schedule, compensation, benefits, leave, confidentiality, data protection, intellectual property, delegated authority and other conditions, subject to applicable Canadian law.

How to apply

Email your resume and cover letter as one PDF to jobs@htai.org by 9:00 a.m. MST on Monday, November 23, 2026. Use the subject line “Operations and Finance Coordinator application”.

In your cover letter, show how you meet the essential competencies, with brief examples of finance administration and controls, coordinating recurring work and deadlines, and improving a process or tool. Name the finance systems and Microsoft 365 tools you have used, especially Excel and SharePoint, plus any contracts, HR, benefits or information-governance experience.

Confirm your legal eligibility to work in Canada, earliest start date, notice period, time zone and availability for Canadian business hours and occasional earlier or later international meetings. Professional reference contact details will be requested from shortlisted candidates. HTAi thanks all applicants for their interest.

Applications are welcome from all qualified candidates. Selection is based on job-related competencies, without discrimination on grounds protected by Alberta human rights law. To request accommodation at any stage of recruitment, contact jobs@htai.org.

Visit the HTAi Careers page: https://htai.org/about/our-team/careers/