Governance & Funding Proposal Coordinator

Coordination and Operations – Full Time

Position Overview

The Canadian Urban Transit Research & Innovation Consortium (CUTRIC) is currently seeking to hire a Governance & Funding Proposal Coordinator to work with our dynamic national team involved in the pursuit of low-carbon smart mobility technologies with Members across Canada and the United States.

About CUTRIC’s Culture

CUTRIC is a highly dynamic and fast-paced innovation consortium focusing on technology championship. Despite being a not-for-profit, the team culture operates along the lines of a fast-paced (frequently high-pressure) start-up technology company.

CUTRIC team members are interdisciplinary, widely knowledgeable, science- and technology-driven, and passionate about the environment and mobility innovation.

CUTRIC welcomes and supports diversity in the workplace because we believe it makes us stronger and smarter. Candidates with diverse experiences and backgrounds are encouraged to apply.

Role Summary

The Governance & Funding Proposal Coordinator will grow to be an integral team member of CUTRIC’s administration and coordination team.

The Governance & Funding Proposal Coordinator will need to become familiar with all of CUTRIC’s governance structures, and will liaise with CUTRIC’s team members across Canada, in English and/or French, to undertake coordination activities as required.

The Governance & Funding Proposal Coordinator will be expected to communicate openly, regularly, professionally, and transparently with colleagues and external stakeholders on a regular basis to develop positive member and stakeholder relations over the long-term.


CUTRIC actively pursues diversity within its employment framework. Women, people who identify as women, transgendered people, and people who identify as a non-binary gender are strongly encouraged to apply.

Role & Responsibilities

The Governance & Funding Proposal Coordinator will be expected to carry out the following tasks in a highly independent, accountable, professional and responsible manner:


  • Coordinate the set-up of regular CUTRIC governance meetings including: meetings of the CUTRIC Board of Directors, Audit & Risk Committee, Governance Committee, IP Committee, ZEB Committee, regular and Special Members meetings, and any other governance committees established by the Board of Directors of CUTRIC and/or the C.E.O.
  • Meeting administration that includes the following: organize, book, and attend all meetings, maintain an annual schedule of meetings, maintain the governance Smartsheet document management files, and trouble-shoot technically for Directors in accessing the platforms during meetings.
  • Prepare accurate and precise minutes for all meetings: edit meeting minutes and obtain approval from the CEO, ensure meeting minutes match CUTRIC House Rules, style guide and grammatical/professional writing expectations, and ensure meeting minutes containing sensitive or in camera materials are properly handled with legal considerations.
  • Address Director queries or concerns regarding governance matters.
  • Support the CEO in preparing regular and special materials for governance meetings including, but not limited to: Membership Risk Assessments, Power Point presentations for each meeting, speakers (CUTRIC staff or others) as required at meetings, set-up of the digital platform for meetings, invitation text (in English and French, using a translator) for meetings, policy documents, etc.

Funding Proposal Coordination

  • Coordinate the design, structure and submission of major CUTRIC funding proposals – both solicited and unsolicited – to federal, provincial or municipal governments, as relevant.
  • Support CUTRIC’s Government Relations Lead in developing a robust and well-researched “Return to Transit” proposal for ~$10 Million in funding from the Government of Canada, and varied “Innovation R&D” funding proposals for submission to provincial governments across Canada.
  • Identify materials and collateral required per submission: coordinate the completion of those items, integrate all materials and collateral into polished documents for submission, and communicate with government stakeholder to ensure on-time and fulsome submission of content.
  • Develop preliminary drafts of full-funding proposals and submissions, which will require writing in English at a college- or university-level of composition and prose.
  • Organize pre- and post-submission coordination meetings with project partners in proposals, both internal to CUTRIC and external to CUTRIC.
  • Organize and coordinate post-submission follow up meetings with government funders.
  • Develop a full project submission scope, timeline and resource plan to ensure the development of a proposal occurs in a clearly organized manner, is well communicated to stakeholders, delivered on a timely basis and followed through on to completion (ideally funding success) at a professional standard of excellence.


  • Coordinate the calendar and schedule events, meetings, and other commitments for the CEO
  • Communicate professionally with stakeholders to schedule commitments: ensure proper breaks and grace periods between commitments, and confirm there are no calendar conflicts prior to scheduling meetings.
  • Communicate proactively with staff to ensure that internal meetings or events that project managers and leads have pre-scheduled on a monthly, quarterly, and annual basis are properly stored in the CEO’s calendar and booked weeks in advance, or further, as required.
  • Serve as the secretary and minute-taker for all meetings that the CEO participates in: ensure minutes are prepared for all stakeholder meetings, formatted professionally (according to CUTRIC’s Minutes Policy) and issued in a timely fashion to all stakeholders.
  • Document Minutes and store meeting meetings in appropriate Project Management files and folders.
  • Manage the CEO’s Smartsheet Dashboard on a monthly basis by ensuring that all linked files are up-to-date as provided by project managers and project leads across CUTRIC.

Critical Skills, Competencies and Educational Requirements

The Governance & Funding Proposal Coordinator will be expected to have the following skills, competencies, and educational achievements:


  • Fluent English language skills required in written and spoken form.
  • Fluency in French is considered a highly valuable asset.
  • Minimum Bachelor’s or college degree from a recognized institution.
  • Minimum five (5) years of experience in administrative and coordination experience.
  • High-level competency with audio-visual technologies and technical as well as communications software (e.g., Zoom communications tools, HubSpot sales software) with an ability to troubleshoot in real-time during multi-stakeholder meetings.
  • Advanced level of attention to detail and precision.
  • Commitment to confidentiality and non-disclosure respect for the concept of privacy within a corporation.
  • Professionalism in written, verbal and in-person contexts.
  • Strong teamwork ethic and commitment to working with team members locally and digitally across the country.
  • High degree of adaptability to work under pressure in a dynamic work environment.
  • Positive attitude and willingness to think creatively and innovatively to resolve problems and overcome challenges.
  • Leadership mindset and proactive dynamism in problem-solving.
  • Strong focus on time efficiency and waste reduction (in time and resources) to achieve deliverables.
  • Commitment to climate change action and an interest in sustainability in transportation.
  • Expressed interest in working in a small company with a highly diverse workplace, including gender, racial and religious diversity.
  • Evidence of an interest in lifelong learning.
  • Demonstrated interest in acquiring project management knowledge.


  • Experience working within a small to mid-sized business/enterprise environment.
  • Ability to juggle several files at once in a highly organized and competent fashion.
  • Commitment to documenting actions and documenting follow through commitments and deliverable completion.
  • Strong work ethic and the pursuit of excellence in professional or personal life.


CUTRIC’s team has always been highly digital in nature.

Due to COVID19, CUTRIC has made the decision to work remotely and support work-from-home arrangements with all employees until December 2022, at least. The only exception to this rule may be bi-annual CUTRIC staff professional development “retreats”, which may require travel to Toronto, Montreal, or Vancouver when it is safe to do so.

Therefore, the Governance & Funding Proposal Coordinator may be located anywhere in Canada as long as the candidate has continual or reasonably frequent access to high fidelity internet as 100 per cent of CUTRIC’s daily business activities are carried out digitally – including video-based digital meetings, which require high fidelity Wi-Fi.

Salary Range

$70,000-$75,000 depending on education, experience and aptitude.

Application Deadline

Sunday, April 18th 2021 (11:55PM EST)