IONS is situated in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaw people. Unceded means that the Mi’kmaq have never relinquished, sold, traded, or transferred ownership of their land to European settler colonies, yet land was taken over without their consent through various processes of settler colonialism. This territory is covered by the Treaties of Peace and Friendship, which the Mi’kmaq and Wolastoqiyik people first signed with the British Crown in 1726. These Treaties did not involve the surrendering of rights to the lands and resources they had traditionally used and occupied. We are all Treaty People.

We further acknowledge that Nova Scotia is the birthplace of Black culture and heritage in Canada. People of African descent have shared these lands for over 400 years, and over 50 strong and resourceful African Nova Scotian communities exist here today.

We are committed to the struggle against systems of oppression that have resulted in profound inequities and the denial of self-determination rights. We are working actively to deepen our learning at an individual level, provide learning opportunities about anti-racism and decolonization, and to develop partnerships with organizations serving and led by underrepresented groups.

  • Finance Officer [approx. 300 hours/year]

    Halifax Regional Municipality

    $50-60/hour

    Company Website

    Role Overview

    Science Atlantic is seeking an experienced finance professional with strong charity bookkeeping and financial management experience to support our operations on a fractional basis. As the sole financial professional in the organization, the candidate must be capable of working independently, solving accounting questions through official resources, and proactively managing deadlines without supervision. Working as an independent contractor, the Finance Officer manages day-to-day bookkeeping, financial administration, conference financial reviews, grant tracking, and year-end reporting while maintaining strong internal controls and reducing routine transactional oversight for the Executive Director.

    Because Science Atlantic is an association connecting post-secondary institutions, this role extends beyond traditional back-office accounting. The Finance Officer regularly interacts with faculty and student conference organizers, administrators and finance office staff at member institutions, and donors and funders, requiring strong interpersonal skills and clear communication.

    Key Responsibilities

    Governance Note: This role excludes signing officer duties. All payments and official filings require final authorization from designated signing officers (i.e., Executive Director and/or Board Officers).

    Financial Administration and Transaction Management

    • Review, code, and post all income and expenses in Sage Accounting Online
    • Complete monthly bank reconciliations and maintain accurate, audit-ready digital ledgers
    • Prepare online e-transfers for dual approval and release by signing officers; review Sage entries posted by other staff
    • Follow up on outstanding invoices, process accounts payable, and manage reimbursement submissions
    • Process charitable contributions (primarily via CanadaHelps), maintain donor records, and coordinate donor acknowledgment
    • Maintain digital documentation to support all transactions; scan all physical financial documents and archive them on Google Drive to transition the organization to fully digital, cloud-based filing. Retain paper documents securely until they are stored at the organization’s designated storage space. 
    • Manage local operational logistics within the Halifax Regional Municipality, including picking up physical mail, storing paper records at the organization’s designated storage space, making bank deposits, and coordinating in-person meetings with signing officers for cheque signing (approx. 4–6 times per year, with increased mail pickup frequency during the fall membership renewal cycle)

    Membership, Conference and Stakeholder Support

    • Issue, track, and collect annual membership fee invoices for 17 member institutions during the fall cycle
    • Serve as the primary financial contact for faculty and student organizers across Science Atlantic’s eight annual conferences and 10 Science Divisions
    • Review conference budget submissions, provide constructive feedback, and perform post-event financial reconciliations (invoicing hosts for surpluses or processing allowable deficit transfers upon approval by Executive Director)
    • Explain financial concepts and processes clearly to non-financial faculty and student organizers
    • Maintain Division Funds for each Science Division in Sage Accounting Online and report balances and policies to Division Chairs at least annually

    Compliance, Payroll, Grant, and Year-End Management

    • Set up new employees in Dalhousie University’s payroll system and approve bi-weekly payroll submissions (payroll processing is provided by Dalhousie University)
    • Track grant deadlines, maintain expenditure records, and prepare financial reports for funders
    • Complete semi-annual HST rebate filings and annual incorporation filings (including updating Director lists for Corporations Canada as required)
    • Collect and prepare comprehensive year end (August 31) documentation, submit to external accountant, and serve as the primary operational contact during the annual financial review
    • Provide input to the Executive Director on financial policy, budget drafts, cash flow forecasting, and operational updates
    • Promptly escalate unusual financial, operational, or conference budgetary risks to the Executive Director

    Qualifications and Experience

    • Extensive practical experience in Canadian non-profit or charity bookkeeping, including fund accounting, grant tracking, charitable donation processing, and HST rebate filings
    • Demonstrated proficiency with Sage Accounting Online 
    • Strong interpersonal and communication skills, with ability to coach and guide non-financial stakeholders, students, and faculty
    • Highly organized and detail-oriented with strong digital file management skills
    • Ability to work independently and maintain high reliability during seasonal peak periods
    • Must have a secure home office setup
    • Must be able to reliably travel in and around Halifax Regional Municipality for periodic banking, mail pickups, physical document drop offs, and cheque signing (approx. 4–6 times annually, with higher frequency in the fall) 
    • Assets: Experience with Ellucian Banner, Dalhousie’s payroll platform; experience with virtual collaboration tools (Slack, Notion, etc.); familiarity with Google Workspace

    Security and Pre-Engagement Requirements

    Because this position involves administrative access to banking systems, financial records, and official mail, candidates must provide at least two professional references verifying technical competence, reliability, and financial integrity.

    Prior to engagement, the successful candidate will be required to provide:

    • a clear Criminal Record Check (including financial checks) 
    • a signed non-disclosure agreement incorporating privacy and financial data security provisions will be required before work commences

    The contractor and Science Atlantic will jointly sign a contract.

    Schedule, Compensation and Contract Terms

    • Engagement Model: Independent Contractor submitting invoices; including a breakdown of tasks and hours worked
    • Hourly Rate and Budget: $50.00–$60.00/hour DOE, up to an annual budget limit of $20,000 (inclusive of 7.5% HST if charged)
    • Annual Time Commitment: Approximately 250-300 hours per year. Work volume is highly seasonal:
      • Peak Periods (30–50 hours/month): August–September (financial year end and  membership renewal) and March–April (conferences and grant cycles)
      • Moderate Periods (15–20 hours/month): May–July, October–November
      • Virtual Attendance at Annual Members Meeting preferred but not required (approx. 2 hours on a Friday afternoon in November) 
      • Low Periods (<5–10 hours/month): December–February
    • Schedule: Flexible; occasional virtual meetings with conference organizers, faculty, and the Executive Director during traditional business hours are required. 
    • Equipment and Software:
      • Work Space: Contractor responsible for reliable computing hardware including video camera and headset and secure personal office infrastructure including high speed internet, printer, shredder, and reliable scanning equipment for digitizing paper records.
      • Software and Communication: Science Atlantic provides access and software licenses for Sage Accounting Online, Google Workspace (email and Drive storage), team communication and project management platforms, and Dalhousie payroll system. Access to financial portals (banking, GCOS) will be provided via secure password sharing software.
    • Reimbursements for Approved Expenses: Mail and courier costs, incorporations filing; local travel ($0.51/km) and parking for banking, mail pickup, and signatory meetings. Other expenses require pre-approval from the Executive Director.

    Application and Interview Process

    Applications will be reviewed as they are received.

    Since this is a largely remote position, interviews will be held online.

    Submission: Please send cover letter, resume, and contact information for at least two recent or current clients/supervisors who can verify technical competence with Sage Accounting, reliability, and financial integrity to [email protected]. 

    Practical Assessment: Shortlisted candidates will complete a brief practical exercise to demonstrate their ability to identify potential risks and communicate clearly with non-financial stakeholders. Candidates will be provided with a fictional conference budget and asked to draft an email or record a brief video to provide constructive feedback and seek clarification from the organizers.

    About Science Atlantic

    Science Atlantic is a federally registered charity and incorporated non-profit association serving post-secondary science communities across Atlantic Canada. Founded in 1962, our mission is to advance science education and research in Atlantic Canada by fostering regional cooperation, supporting students and early-career scientists, and providing opportunities for academic networking and partnership. Learn more about our vision in our 2023–2028 Strategic Plan.

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    [email protected]

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