City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

The Administration and Project Coordinator provides executive-level administrative and project coordination support to the Executive Team supporting the Michael G. DeGroote Initiative for Innovation in Healthcare and the Heersink School of Biomedical Innovation & Entrepreneurship (MGD Health ICE). The role supports executive operations, prepares briefing materials, coordinates priority projects, and ensures effective communication, follow-through,and integration of initiatives across internal and external stakeholders. This position is primarily in-person, with on-site work required Monday through Thursday. Remote work on Fridays may be considered based on operational requirements.

General Description:

Provides project coordination, communications, public relations, stakeholder relationship management, workload management, process redesign, technological, analytical and administrative and analytical support and recommendations to the Chair, Director of Administration and other departmental leaders as required in a variety of areas. Coordinates Leads activities on the Chair's behalf. Responsible for overseeing the day-to-day operation of a Chair's Office within a department. Works independently with limited under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.

Duties & Responsibilities:

• Coordinate multiple concurrent projects, develop and maintain project plans, prepare project status reports and keep management, clients and other project stakeholders informed of the project’s status.
• Provide analytical and administrative support to the Chair, Director of Administration and other departmental leaders on a variety of departmental issues, projects, and programs.
• Act as a point person for all staff who support the Chair.
• Work with departmental/faculty leadership to define project components that must be completed to ensure the overall project goal is achieved.
• Work with all project stakeholders to obtain buy in and sign off to deliverables, time lines and implementation methods.
• Review and recommend project budgets, time lines and milestones for presentation to department/faculty leadership.
• Track and report on project progress between milestones.
• Ensure proper setting of priorities, problem resolution and incorporation of changing events and conditions into the project from business, technical and political perspectives.
• Ensure that project work occurs within established budgets and time lines and communicate all issues or problems to management and all stakeholders.
• Responsible for problems that arise in the course of projects. Responsible for change and its effects on project resources.
• Receive and respond to time critical issues.
• Ensure that all project work is effectively integrated into current systems.
• Investigate, evaluate, and recommend improvements that may be required to business practices, their applications systems, and supporting computing technology.
• Ensure that projects meet specified requirements.
• Develop and maintain process documentation.
• Support development of project proposals and estimates.
• Take ownership of functional issues by identifying underlying problems, analyzing potential solutions and implementing system resolutions, including workarounds.
• Prepare detailed briefing materials for the Chair prior to meetings.
• Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
• Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Chair.
• Keep track of assignments made to others for actions to be taken on the Chair’s behalf and ensure that deadlines for responses are met.
• Follow-up on and ensure appropriate implementation of decisions made by the Chair.
• Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are general in nature and require a thorough knowledge of established policies and procedures, as well as the strategic priorities and complex organizational structure of the department.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Provide policy and procedure information to others.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Draft and maintain information and content on websites and social networks.
• Oversee prioritization and scheduling of appointments for the Chair’s/Director’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair/Director.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• Write and edit a variety of documents such as: draft contracts/MOUs/LOUs, project plans, letters, web and social media posts, procedure manuals, reports and minutes.
• Draft correspondence on behalf of the Chair.
• Work collaboratively with others to achieve departmental and institutional goals.
• Actively participate as a member of a team to move the team toward the completion of goals.
• Research and make recommendations in best practices to the department/faculty leadership.
• Format, word process, edit, and proofread a variety of documents and materials.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Assemble, copy, collate, and disseminate a variety of documents and materials.
• Prepare outgoing mail, faxes, and courier shipments.

Supervision: 

• Provide direction to others in how to carry out work tasks.
• Ensure adherence to quality standards and procedures for short-term staff and volunteers.

Qualifications:

• Bachelor's degree in Business, or a related field of study.
• Requires 4 years of relevant experience.

Assets:

• Experience supporting innovation, entrepreneurship, or commercialization initiatives, within a healthcare, life sciences or academic environment.
• Demonstrated experience providing senior administrative and project coordination support (4 + years) within a complex, multi-stakeholder organization.
• Strong understanding of the academic environment, including governance structures, institutional processes, and administrative workflows.
• Proven ability to support executive or senior leadership, including preparing briefing materials, coordinating projects and initiatives that span education, research, and external engagement.
• Ability to work independently, anticipate needs, and provide reliable, proactive support to leadership.
• The position is vacant as it is a backfill and the start is as soon as possible