Grants Coordinator: Healthcare, Science & Research (Mat-Leave Fill)

Azrieli Foundation • Toronto, ON

2d • CA$55,000 - CA$65,000

About The Position

The Grants Coordinator, Healthcare, Science & Research plays a critical role in supporting the Foundation’s granting operations and ensuring the smooth, accurate, and timely delivery of our philanthropic commitments. This is a one-year maternity leave coverage role, with the possibility of extension up to 18 months. Working at the intersection of administration, coordination, and relationship management, this position supports the full lifecycle of the grants process from proposal intake and review coordination through to payment processing, monitoring, and reporting. The role will primarily support the Foundation’s Healthcare, Science & Research portfolio, including grants and initiatives. This role is ideal for a highly organized and detail-oriented professional who takes pride in operational excellence, enjoys working collaboratively across teams, and is motivated by the Foundation’s mission to create lasting, meaningful impact in science, healthcare, research, education, and the arts. Given the nature of the portfolio, we would strongly value someone with a background in science, neuroscience, health research, academic research, or demonstrated comfort working with scientific and research-oriented content. The Grants Coordinator ensures that granting processes run efficiently and that grantees receive an exceptional experience throughout their engagement with the Foundation. It requires someone with great attention to detail, the ability to work independently, and comfort engaging with external stakeholders, including researchers, institutions, and partner organizations.

Requirements

• Post-secondary degree or diploma required.
• Two (2)+ years of experience in program, project, or administrative coordination role, ideally within a foundation, nonprofit, academic, or public-sector environment
• Comfort working with scientific, healthcare, research, or academic content, including the ability to coordinate materials and communications involving technical subject matter
• Strong organizational skills with proven ability to manage multiple priorities, track details accurately, and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills, with the ability to prepare clear, professional correspondence, reports, and documentation
• Strong interpersonal and relationship management skills, with a collaborative and service-oriented approach to working with colleagues, grantees, and partners
• Demonstrated initiative, sound judgment, and discretion in managing information and solving problems
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with cloud-based collaboration tools (Teams, SharePoint, Google Workspace)
• High attention to detail and accuracy in handling sensitive or financial information.
• Comfortable taking direction from multiple managers and balancing competing priorities

Nice To Haves

• Educational or professional background in science, neuroscience, health sciences, research administration, academic research, or a related field
• Experience with Canadian philanthropic or grant making practices
• Experience working directly with granting processes, systems, or databases (e.g., Fluxx or other CRM tools)
• Comfortable working with and analyzing data
• Bilingualism (English/French) considered a strong asset
• Experience coordinating meetings, events, or review processes involving multiple stakeholders

Responsibilities

• Serve as a primary point of contact for grantees, providing guidance on grant guidelines, eligibility, application and reporting requirements
• Support the full lifecycle of grant management from calls for proposals, application intake, review coordination, and agreement drafting, through to payment processing and reporting follow-up
• Prepare, review, and track grant applications, agreements, correspondence, and payment documentation
• Maintain accurate, complete, and up-to-date records in the Foundation’s grants management system (Fluxx) and related tracking tools
• Monitor compliance with grant terms and deliverables, ensuring acknowledgment letters, progress reports, and final reports are received and reviewed on schedule
• Coordinate and document internal review processes, including scheduling meetings, preparing materials, recording decisions, and tracking follow-up actions
• Contribute to the preparation and completion of internal summaries, funding recommendations, and other materials for leadership and Board review
• Work collaboratively with Grants Managers and program staff to ensure granting schedules, processes, and communications are aligned and executed effectively
• Support the scheduling and logistics of calls for proposals, review meetings, advisory committees, and related granting activities
• Draft and coordinate grantee and partner communications, ensuring timely, accurate, and professional correspondence
• Serve as a point of contact for grant-related inquiries, providing clear, responsive, and service-oriented communication
• Liaise with internal departments and external stakeholders to support smooth information flow and consistent messaging
• Collaborate with the Communications team to support the development and delivery of granting-related announcements, publications, and promotional materials
• Support event logistics for granting programs, advisory council meetings, and public announcements, as required
• Collect and organize grantee and program data to support analysis, evaluation, and reporting
• Prepare summary reports, status updates, and presentations for internal use, management review, and Board meetings
• Gather feedback from internal and external stakeholders to identify opportunities for process improvements and enhanced grantee experience
• Provide administrative and logistical support to the Grants team, including scheduling, preparing agendas, taking minutes, and tracking action items
• Coordinate logistics for meetings, events, calls, and travel arrangements
• Manage invoices, expense reports, and payment requests, ensuring appropriate documentation and timely processing
• Maintain updated contact lists, planning calendars, and key documentation repositories
• Support other special projects, cross-team initiatives, and Foundation activities as assigned

Benefits

• The Azrieli Foundation is one of Canada’s largest philanthropic foundations, supporting initiatives in education, science & healthcare, research and the arts. Through strategic grants and partnerships, we strive to foster innovation, empowerment and drive positive change within these critical sectors in Canada and Israel.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree