Professional Association Virtual Administrator Contract

Part-time Contract - IAFP Administrator

The Institute of Advanced Financial Planners (IAFP) grants the R.F.P. (Registered Financial Planner) designation - the most advanced financial planning designation in Canada since 1987. R.F.P.s are dedicated planners capable of providing impartial, comprehensive advice for complex cases, and committed to furthering the financial knowledge and well-being of Canadians.

As the IAFP Administrator, you will be expected to provide secretarial, organizational and technology-related services under the indirect supervision of the Executive Director. As an experienced Administrator and independent contractor with your own office, you have the ability to deliver a wide array of services required to meet the Institute’s needs for a virtual Head Office. (The IAFP will provide storage space if needed.)

This position involves exposure to sensitive information which can require considerable use of tact, diplomacy, discretion and judgment. (Knowledge of privacy laws an asset.)

Responsibilities

Under the remote direction/guidance of the Executive Director, on an initially part-time contract basis, you would be expected to provide:

• A “virtual head office” address in a Greater Toronto Area postal district, preferable downtown. (The office need not be open to visitors and can be a home office.)
• 800-Number first response and screening of phone calls, direction of requests for information, and general correspondence - a responsibility shared with the Executive Director and sometimes other contractors
• Re-formatting and uploading of content files and conversions to .pdf from mostly Windows MS Word and Excel. Posting member bulletins online using basic HTML and Markdown.
• Web-based administration experience using FTP, Lyris or a database would be an asset, as would previous experience with a professional association or other large firm.
• Routine processing of Member Applications and Renewals, and maintenance of membership records. Under the ED’s guidance, tracking the qualification upgrade process to become an R.F.P.
• Administrative and public relations support to the ED and members of the Board of Directors, primarily via e-mail and phone. A range of management reports for the Executive Director or Board of Directors. Ideally, you will already know how to take useful, action-oriented minutes at board meetings.
• Coordination of IAFP Local Events, from your Toronto office with local volunteers across Canada. Maintenance of Income/Expense tracking for all IAFP Event budgets, and compiling information reports for the IAFP’s bookkeeper.
• Arrangements for Hotel accommodations and catering for Board meetings, normally held in the same venues in Toronto and Vancouver.

It is the Association's policy to select proponents for contracts solely on the basis of their qualifications, including interpersonal skills as assessed in an interview. The interviewer will favour proponents who relate the best examples of their talents so far, and provide references related to those examples.

Time Requirements

This is a contract, and not an employment position. As such, there is no stipulated number of hours per week, but up to 20 on average is expected. Actual hours are dependent on the nature of the work, time zone differences, membership deadlines, and the proponent’s preferred weekly schedule. All IAFP contractors are responsible to set their own hours to ensure that the objectives of the association are met, which sometimes includes evenings and weekends for time-sensitive assignments.

The number of hours for this contract might increase to include Event Coordination of the 2013 annual Symposium, which would phase in during 2012. Please let us know if you could commit to taking on the Symposium piece in 2012, which would increase your contract to a ¾ to full-time role. If so, tell us about your event planning experience. (If you would prefer up to half time on an ongoing basis, you are still eligible for the current position.)

Contract Fees

Fees will be determined by the experience and capabilities brought to this position by the candidate, and is expected to start at around $20/hour, with a review at the end of 2011. The new contract for 2012 may adjust hours upward if the Event Coordination role is added.

Physical Requirements

This contract requires extensive work at a computer on an everyday basis. Must have the ability to travel infrequently to Vancouver and possibly other major centres within Canada.

Submission Deadline: Due to a short timeline, preference will be given to the earliest submissions received. However, the posting deadline is 5:00 pm, Oct. 11, 2011. Please send your information to posting@iafp.ca.