JD/TJD #

JD00692

Pay Grade:

7

Title:

Program Coordinator

Unit/Project Description:

For Department use only.

The School of Rehabilitation Science, within the Faculty of Health Sciences at McMaster University, is excited to invite applications for a full-time Program Coordinator.

This is a fantastic opportunity for a professional with administrative experience in an undergraduate program to provide essential support for our department. We are seeking a highly motivated, self-directed, and dynamic individual to join our team as the Program Coordinator for the Integrated Rehabilitation and Humanities (IRH) undergraduate degree program. The successful candidate will play a key role in supporting the development, implementation, and coordination of this innovative program, which integrates rehabilitation sciences with the humanities.

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 curriculum 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 and 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.
• Use a dictaphone to transcribe correspondence and other documents.
• Provide faculty and staff information regarding program policies and information about program requirements.
• Provide work procedure advice and guidance to staff.
• Review current academic calendar, and recommend and prepare curriculum revisions and clinical training schedules.
• Plan and coordinate a variety of departmental activities and events.
• Gather and compile information required for a variety of documents and reports.
• Complete research ethics board applications and other related proposals for review by senior staff.
• Update and maintain records and databases.
• Act as a liaison between the department and various stakeholders with regards to facility operations.
• Train and mentor support staff and act as first point of contact with regard to issues related to administrative staff.
• Ensure adherence to health and safety requirements and maintain the training database for staff
• Ensure timely and efficient processing of attendance sheets and payroll for temporary, casual and continuing staff
• Provide efficient facility management the administrative support structure at the designated hospital site.
• Provides front line service to faculty and staff, and in consultation with senior staff, sets standards for the quality of department services.
• Provide information to individuals with inquiries surrounding human resources matters including, but not limited to, collective agreements, hiring procedures, benefits, vacation, sick time, and payroll processes.

Supervision:

Provide lead hand supervision and is responsible for the quality and quantity of work of others.

Provide orientation and show procedures to others.

Requirements:

2 year Community College diploma in Office Administration or related field.

Requires 4 years of relevant experience.

Assets:

For Department use only.

• Experience in a undergraduate university environment.
• Comprehensive knowledge of McMaster’s undergraduate calendar, processes, and policies.
• Proven initiative in planning, problem-solving, and process improvement.
• Exceptional time management skills with the ability to prioritize multiple tasks effectively.
• Self-motivated and adaptable, with a strong ability to collaborate in team settings.
• Outstanding written and verbal communication skills.
• Strong interpersonal skills with the ability to build positive relationships.
• Customer-service-driven approach, always striving to exceed expectations.
• Proficiency in learning management systems (e.g., Avenue to Learn [A2L]) and other operational systems, such as Mosaic, is preferred, though specific training will be provided.

Additional Information:

• Hybrid Work Arrangement based on operational needs.