Job opportunities and tenders

The Federation for the Humanities and Social Sciences promotes research and teaching for the advancement of an inclusive, democratic, and prosperous society. The Federation is a not-for-profit charitable organization with a membership of over 160 Canadian universities, colleges, and scholarly associations representing 91,000 researchers and graduate students. 

The Scholarly Book Awards funds scholarly books in Canada that make an important contribution to the humanities and social sciences. Since 1941, the Awards have helped publish over 8,000 titles, championing original research that shapes Canada’s intellectual and cultural landscape. The Awards are made possible thanks to the financial support of the Social Sciences and Humanities Research Council.  

The Canada Prizes celebrate outstanding voices in the humanities and social sciences and champion the transformative impact of scholarly books.  

Job summary  

The Program Coordinator, Scholarly Book Awards, provides administrative, logistical, and coordination support for the Awards and the Canada Prizes. Working under the direction of the Program Lead, the Coordinator manages day-to-day application processing, reviewer support and recruitment, data maintenance, and communications with applicants and publishers.  

The ideal candidate is a detail-oriented team player with strong administrative, organizational, and communication skills, experience working with databases, and the ability to provide excellent service to a diverse scholarly community.  

This position, up to 35 hours per week, is offered as a 12-month contract from the date of hire. The hourly wage range is $21.90 to $24.80 per hour.  

Duties and responsibilities  

Grant administration

• Manage the processing of new applications, ensuring completeness, eligibility, and compliance with conflict of interest guidelines.
• File and organize application documents accurately according to specified protocols.  
• Coordinate the distribution of applications to merit reviewers via the grant management software, ensuring assignments align with expertise, and managing conflict of interest under the guidance of the Program Lead.
• Support the approvals and declines process by compiling and organizing application scores and merit reviewers’ feedback for review with the Program Lead.
• Draft decision letters to applicants while maintaining accurate records.  
• Prepare and distribute monthly status update charts to academic presses.  
• Support the Program Lead in recording and updating data in the database and providing support to applicants as they navigate the application process.  
• Coordinate the committee renewal process by identifying candidates who meet established criteria, confirming eligibility, and managing invitations and onboarding.
• Support the Program Lead in reporting on project progress and targets as needed.  

Program coordination  

• Support the Program Lead with the grant payment process by liaising with recipients, ensuring all required documentation is received and organized, and preparing payment letters to facilitate timely disbursement of grants in accordance with program guidelines and fiscal year targets.  
• Provide administrative support to Academic Council meetings by preparing documents and presentations and preparing accurate meeting notes to ensure effective communication and documentation of council activities.  
• Monitor the shared program inbox, triage incoming inquiries, provide routine information, and refer complex questions to the Program Lead as needed.  
• Provide administrative support for the Canada Prizes adjudication, selection, and awards ceremony.  
• Contribute to promotion of the program through communications channels as directed by the Program Lead.  
• Maintain internal files, guides, and templates for program processes.
• Work closely with other functional areas within the Federation as required.  

Job requirements  

• Minimum one year experience in program coordination, member or interest holder relations, or a similar role, ideally within a non-profit or scholarly environment.  
• Experience managing databases and digital systems with a high level of accuracy and efficiency.
• Strong proficiency with Microsoft Office (especially Excel and Word) and comfort learning new software, including grant management platforms (e.g., Basecamp or equivalent).
• Excellent communication skills in English; French is an asset.
• Strong organizational, time management, and multitasking abilities.  
• Demonstrated ability to build effective relationships and manage information across multiple interest holders.
• Knowledge of the humanities and social sciences or the academic publishing ecosystem is an asset.

Competencies  

• Strong organizational skills, with the ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
• Excellent interpersonal and communication skills (written and oral), with the ability to build trusted relationships across diverse interest holders.
• Demonstrated tact, diplomacy, and professionalism in managing sensitive situations.
• High ethical standards and a strong sense of ownership, accountability, and follow-through.
• Adaptability, teamwork, and respect for diverse perspectives in a collaborative environment.
• Commitment to the Federation’s values and willingness to continuously learn and grow.
• A good sense of humour.

The Federation welcomes applications from individuals who reflect the diversity of the humanities and social sciences community and encourages candidates from equity-denied groups to apply. 

To apply

If this opportunity intrigues you and relates to your experience, then we want to hear from you! Please take the time to tell us about yourself in a cover letter – we want to hear your story – your background, your accomplishments, and why this role is a good fit for you, and your career at this time.

Your application should consist of:  

• Your resume or CV
• Cover letter

The Federation for Humanities and Social Sciences is committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

You must be legally allowed to work in Canada in order to be eligible for this position. Those selected for an interview will be contacted directly. The posting will remain active on our website until our search process is complete.

Please contact us in confidence and provide notice in advance if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

If this position is of interest to you, please submit the documentation requested above, by emailing us at kmorin-hr@federationhss.ca. Submissions are welcome on a rolling basis.

For any questions or to request accommodations, please email us at kmorin-hr@federationhss.ca.