Administrative & Project Coordinator

University of Toronto; Toronto; On-site; CAD 75,000 - 96,000; Full time

Job summary

University of Toronto's Department of Computer Science seeks an Administrative and Project Coordinator to support strategic initiatives and engagement with senior stakeholders. This role coordinates project activities, supports senior staff, and ensures progress through development processes within a highly professional team.

The incumbent will manage meetings, prepare materials, track milestones, and maintain confidentiality across multiple initiatives, working with executives, government

Qualifications

• Advanced College Diploma (3 years) or equivalent experience.
• Five (5) years of project coordination and administrative experience in corporate/academic environments.
• Experience communicating with government officials, C-Suite Executives, and senior academic leadership.
• Extensive experience coordinating complex schedules, meetings, agendas, and travel.
• Strong ability to manage multiple projects and meet deadlines under pressure.
• Experience drafting, editing and formatting professional correspondence for diverse stakeholders.

Responsibilities

• Coordinating projects strategic initiatives involving senior internal and external stakeholders
• Building trusted relationships and engaging stakeholders with diplomacy and tact
• Coordinating meetings, briefing materials, action items and follow-up activities
• Monitoring project progress, managing competing priorities, escalating issues as appropriate
• Analyzing processes and recommending changes to enhance operational effectiveness
• Determining logistical details for high-profile meetings, events and initiatives

Skills

Stakeholder engagement

Communication

Meetings & calendar management

Travel coordination

MS Office 365

Project coordination

Discretion & confidentiality

Process improvement

Education

Advanced College Diploma (3 years)

Equivalent experience

Tools

MS Office 365

SharePoint

Teams

Calendly

Zoom

Google Meet

Job description

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Date Posted: 10/14/2026
Req ID: 50549
Faculty/Division: Faculty of Arts & Science
Department: Dept of Computer Science
Campus: St. George (Downtown Toronto)
Position Number: 00058832
Existing Vacancy: Yes

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Established in 1964, the Department of Computer Science in the Faculty of Arts and Science is a tech innovation powerhouse and continues to rank among the world’s top computer science departments. Our esteemed faculty boasts accolades such as two Turing Awards, along with many other national and international honours. We provide diverse programs and research opportunities while consistently producing high-impact research that is driving the future of tech in the country.

Your opportunity:

The strategic initiatives group in the Department of Computer Scienceleads the department’s largest partnerships and priority initiatives, connecting industry, government, and academia to accelerate cutting‑edge research, translate discovery into real‑world impact, and advance national innovation goals. A collaboration with the Department of Computer Science provides our partners access to exceptional talent, globally recognized research expertise, and innovation capabilities that help accelerate technology development, strengthen competitiveness, and create long‑term business value.

At any given time, the Strategics Initiatives team is engaging with senior internal and external stakeholders to advance existing and new initiatives and partnerships.

The Administrative and Project Coordinator plays a pivotal role in supporting the Department's strategic initiatives and serves as the frontline representative for engagement with senior internal and external stakeholders. As one of the first points of contact for partners, executives, government officials, and senior academic leaders, the incumbent helps foster strong relationships, facilitate communications, and ensure initiatives progress smoothly through the development process. Within a highly professional, collaborative, and supportive team, the Administrative and Project Coordinator coordinates project activities, supports senior staff, and provides the operational leadership required to keep multiple initiatives moving forward successfully.

Your responsibilities will include:

• Coordinating projects strategic initiatives involving senior internal and external stakeholders
• Building trusted relationships and engaging with stakeholders using sound judgment, diplomacy, discretion, and tact
• Coordinating meetings, briefing materials, action items, and follow‑up activities in support of strategic priorities
• Monitoring project progress, managing competing priorities, and escalating issues as appropriate
• Analyzing processes and recommending changes to enhance operational effectiveness and stakeholder engagement
• Determining logistical details and activities for high‑profile meetings, events, and strategic initiatives

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum five (5) years of relevant and progressive project coordination and administrative experience supporting large‑scale projects in a corporate and/or academic environment, with some experience supporting initiatives involving senior internal and external stakeholders.
• Proven experience effectively communicating and engaging in‑person, by phone and e‑mail with multiple internal and external stakeholders, including government officials, C‑Suite Executives, and senior academic leadership.
• Extensive experience coordinating complex schedules, meetings, agendas, and travel
• Strong ability to manage multiple projects/tasks of varying complexities, meet deadlines and work well under pressure.
• Strong project coordination experience involving multiple stakeholders, including process development, setting up and monitoring organizational systems, developing schedules and tracking milestones, implementation, and evaluation.
• Experience drafting, editing, verifying content for, and formatting professional correspondence to a variety of stakeholders, with the proven ability to consolidate, organize and summarize information appropriately.
• Experience organizing logistics of events/meetings with the ability to perform set up and close off
• Extensive experience using online meeting tools and platforms (Calendly, Zoom, Google Meet, etc.) used for scheduling and hosting meetings and events.
• Success working in a complex environment that requires a high degree of sensitivity, tact, responsiveness, and a need to maintain absolute confidentiality.
• Demonstrated ability to employ a high degree of initiative and creativity as a strategic thinker and the ability to work in a diverse team environment.
• Extensive experience using the MS Office 365 suite such as Word, Excel, PowerPoint, OneDrive, SharePoint and Teams
• Superior organizational skills and advanced diagnostics and data handling skills
• Demonstrated commitment to accuracy and attention to detail; ability to work well as a member of a project team.
• Ability to take initiative, anticipate needs, and work proactively, with demonstrated experience recommending process and workflow improvements.

Assets (Nonessential):

• Project Management Certificate and experience of working with corporate stakeholders is an asset.

To be successful in this role you will be:

Closing Date: 10/28/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.

Diversity Statement

The University of Toronto embraces Diversity and is building aculture of belonging that increases our capacity to effectivelyaddress and serve the interests of our global community. Westrongly encourage applications from Indigenous Peoples,Black and racialized persons, women, persons withdisabilities, and people of diverse sexual and gender identities.We value applicants who have demonstrated a commitment toequity, diversity and inclusion and recognize that diverseperspectives, experiences, and expertise are essential tostrengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact [e-mail] .