City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

Program Coordinator - Hybrid
(JD0692)

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

The Faculty of Engineering has a well-established reputation as one of Canada's most research-intensive faculties in a range of disciplines including bio-innovation, advanced materials and manufacturing, mobility, smart systems and nuclear research. The Faculty attracts approximately $46 million in annual research funding. Engineering faculty, staff and students at McMaster University pursue research and learning in more than two dozen research centres, institutes and networks whose interdisciplinary pursuits cross departmental and Faculty boundaries. Outside the University, the Faculty collaborates regularly on research projects with partners in other universities, government and more than 100 companies in Canada and abroad.

The Office of the Associate Dean, Research, Innovation and Partnerships office is responsible for the oversight and administration of the Faculty’s rich research enterprise, including the promotion, pursuit and administration of strategic research funding initiatives, management of the Faculty’s research chairs, facilities and award nomination portfolios and facilitating the growth of the Faculty’s undergraduate research activities. In addition, the Office is responsible for creating and implementing programs and resources to support the growth of industry sponsored research and commercialization activity in the Faculty of Engineering.

The contract position of Program Coordinator will support the development of promotional strategies and related materials to encourage participation and uptake of research and commercialization initiatives. The position is responsible for providing administrative services supporting training programs, research workshops, and stakeholder engagement events in addition to assisting with some HR functions within the unit.

Job Summary

Responsible for developing, planning, and maintaining the efficient operation of a division and its related programs, and coordinating all aspects of the program including administration, implementation, promotion, recruitment, resource, and financial management. Implements and maintains the efficient administrative operations at a designated site under the direction of senior staff.

Purpose & Key Functions

• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
• Participate in the development, evaluation, and review of academic and scholarly programs and resources.
• Organize, coordinate, and assist with educational programs and events such as retreats, education days and other capacity building programs.
• Communicate and work collaboratively with various internal and external organizations and departments.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Develop the program budget for review and approval.
• Implement and maintain the program budget and expense reports. Create financial projections and make adjustments to the program budget throughout the fiscal year.
• Ensure that financial accounts and reports are completed and managed competently and efficiently.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups.
• Write a variety of documents including, but not limited to, reports, correspondence and minutes.
• Provide faculty and staff information regarding program policies and information about program requirements.
• Provide work procedure advice and guidance to staff.
• Plan and coordinate a variety of departmental activities and events.
• Gather and compile information required for a variety of documents and reports.
• Update and maintain records and databases.
• Act as a liaison between the department and various stakeholders with regards to unit operations.
• Train and mentor support staff and act as first point of contact regarding issues related to administrative staff.
• Ensure timely and efficient processing of attendance sheets and payroll for temporary, casual and continuing staff
• Provides front line service to faculty and staff, and in consultation with senior staff, sets standards for the quality of department services.

Qualifications

• 2-year Community College diploma in Office Administration or related field.
• Requires 4 years of relevant experience.

Supervision

• Provide lead hand supervision and is responsible for the quality and quantity of work of others.
• Provide orientation and show procedures to others.

Assets

• Previous experience within a university environment, as well as working with students and researchers in an academic setting, will be considered strong assets.
• Previous experience with Mosaic (PeopleSoft) and Business Intelligence (Oracle Analytics Cloud) is considered an asset.

Additional Information

The Program Coordinator will be part of a cross-functional team. Tasks may include:

• Organizing and coordinating events and programs for internal and external stakeholders (room bookings, organizing meetings, ordering catering, creating agendas, collecting feedback from stakeholders)
• Contributing to the development/maintenance of a grant cycle management strategy (grant calendar, internal promotional emails/newsletter/website maintenance)
• Collaborating with the Faculty’s outreach and data analytics teams to prepare reports and resources relating to research funding and partnership development
• Support the ongoing growth of the undergraduate research portfolio in collaboration with colleagues within Engineering and across campus
• Providing support services to the leadership team as needed (scheduling meetings, maintaining files, connecting with stakeholders, updating documents)
• Inputting financial and HR documentation for the department (paying invoices, entering timesheets, creating offer letters)
• Working with Engineering Communications to develop materials promoting McMaster Engineering’s research strengths
• Creating, updating, and revising documents and templates for both internal and external stakeholders
• Monitoring program and event budgets
• Providing lead hand supervision and is responsible for the quality and quantity of work of students and casual employees

The successful candidate must have/demonstrate the following:

• Previous experience in communications, marketing, and/or knowledge mobilization:
  • Knowledge of research grants and funding programs, including Tri-Agency funding
  • Previous experience planning and coordinating various events and activities
  • Strong, clear oral and written communication skills
• Strong interpersonal skills with the ability to foster and maintain relationships:
  • Excellent problem-solving and organizational skills
  • Ability to work independently as well as part of a team
  • A high degree of professionalism and integrity
  • Ability to handle confidential information
• Strong organizational and time management skills:
  • High attention to detail while producing thorough and accurate work
  • Proven success at prioritizing and managing multiple tasks simultaneously
  • Ability to meet tight project deadlines and competing timelines
  • Flexibility and willingness to adapt quickly to changing priorities and tasks
  • Ability to identify opportunities and processes for improvement
  • Excellent problem solving and critical thinking skills
  • Ability to respond creatively to resolve issues and maintain workflow
  • Advanced knowledge of Microsoft 365 (i.e., Word, Excel, Outlook, etc.)

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.