Coordinator, Special Initiatives + Projects

ASSOCIATION OF INDEPENDENT COLLEGES OF ART AND DESIGN INC; Vancouver; On-site; CAD 65,000 - 90,000; Full time

Job summary

Emily Carr University of Art + Design is seeking a Coordinator, Special Initiatives + Projects to enhance administrative workflows and drive project delivery. You will plan, manage, and coordinate activities, budgets, and timelines, while working with partners and research assistants to achieve outcomes.

The role emphasizes grant proposal development, reporting, and fostering robust relationships across the university and external partners.

Qualifications

• Bachelor's degree in a related field.
• Minimum 3 years of project management or relationship management experience.
• Experience in a post-secondary sector is an asset.
• PMI/CAPM/PMP certification is an asset.

Responsibilities

• Coordinate planning, management, and delivery of multiple projects.
• Develop and monitor project plans, budgets, and timelines.
• Foster partner relationships and report outcomes.
• Assist with grant applications, proposals, and reporting.
• Lead documentation, metrics collection, and communications strategies.

Skills

Project management

Stakeholder management

Grant writing

Communication

Strategic thinking

Data analysis

Team collaboration

Education

Bachelor's degree in business/communications/marketing

Tools

Microsoft 365 (SharePoint/Teams/OneDrive)

Adobe Creative Suite

Job description

Temporary Full-Time Two Year Excluded Position

8:30am to 4:30pm / Monday to Friday

This position is fully funded through external sources. Continuation of the position is contingent upon ongoing funding availability.

ABOUT EMILY CARR UNIVERSITY OF ART + DESIGN

Situated on unceded, traditional and ancestral xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) territories in Vancouver, Canada, Emily Carr University of Art + Design (ECU) is where creativity meets practice. Ranked among the world’s top 30 universities for art and design (QS 2024), ECU is recognized globally for its hands-on, practice-based teaching and learning environment that equips students to experiment, take risks and drive innovation.

Since 1925, ECU has championed bold ideas and emerging talent through a close-knit, studio-intensive setting that connects students with award-winning faculty, cutting-edge facilities, and real-world opportunities. Today, ECU serves more than 2,400 undergraduate and graduate students, along with thousands more through continuing studies, contributing to Canada’s cultural and creative sectors and shaping the future of art, media, design and research.

Having marked our centennial in 2025, ECU continues to ask what art and design can make possible. With more than 100 years in the making, we are shaping what comes next.

About The Role

The Coordinator, Special Initiatives + Projects plays a pivotal role in enhancing administrative efficiencies and systems to streamline the execution of multiple projects. The Coordinator, Special Initiatives + Projects, leads the planning, managing, and coordinating activities to achieve the desired project outcomes. The Coordinator, Special Initiatives + Projects focusses on the development and implementation of project deliverables, budgets and managing project timelines while fostering transparent communication within project teams. This includes coordinating with project leaders and partners to mitigate any risks, regularly reporting project outcomes and impacts, cultivating robust partner relationships and offering extensive support to research assistants engaged in collaborative programming efforts. Additionally, the position entails spearheading grant proposal development and collaborating with university partners to optimize service delivery.

As The Successful Applicant, You Should Possess

• Bachelor’s degree in business administration, communications, marketing, or a related field.
• Minimum 3 years of relevant experience in project management and/or relationship management responsibilities.
• An equivalent combination of education and experience will be considered.
• Experience working in a post-secondary sector is an asset.
• Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) is an asset.
• Advanced knowledge of complex project management, with a strong emphasis on administrative workflows and communication strategies.
• Demonstrated experience with multi-project management and balancing competing deadlines.
• Demonstrated experience with grant writing and management.
• Proficiency and expertise with the full range of Microsoft M365 applications (SharePoint, Teams, OneDrive, Word, Excel, Lists, etc.) and Adobe Creative Suite applications, particularly Photoshop, InDesign, and Illustrator to support document creation and layouts.
• Ability to initiate and handle a variety of projects or assignments simultaneously in a timely manner.
• Exceptional collaborative, organizational, analytical, and time management skills, with a keen attention to detail.
• Strong strategic thinking and tactical problem-solving abilities.
• Ability to pro-actively identify project issues and potential problems.
• Excellent oral and written communication skills with proven ability to effectively present project requirements and updates.
• Ability to exercise cultural sensitivity and competency in diverse populations and when dealing with students, faculty, staff, and the public.
• Discretion and ability to maintain confidentiality.
• Demonstrated commitment to justice, equity, diversity, inclusion, and reconciliation.
• Knowledge and experience with web page content and social media platforms.

Typical Duties Include

• Under the general supervision of the Supervisor, optimizes administrative workflows and systems to ensure smooth daily operation of multiple projects. This includes refining internal processes, managing documentation, and monitoring budgets and administrative details to support the efficient operation of the projects.
• In consultation with the Supervisor, develops and executes project plans. Ensures successful and coordinated completion of project deliverables, including for partnered projects delivered through grant-funded initiatives such as NSERC Mobilize, by liaising directly with project leaders, partners, and research assistants and implementing necessary actions to keep projects on schedule, adhere to timelines, and ensure effective communication.
• Monitors project progress, identifies project risks or conflicts including budget, communication, or timeline issues and proposes solutions to the relevant project leader(s) and Supervisor.
• Fosters and maintains meaningful partner relationships through frequent direct contact to realize successful project outcomes and satisfaction across all involved parties.
• Leads the collection, organization, and interpretation of project and program metrics for partnered initiatives within the Innovation, Creative Entrepreneurship + External Engagement portfolio, including participation, engagement, deliverables, feedback, and outcomes. For projects delivered through grant-funded initiatives such as NSERC Mobilize, contributes project-level metrics, documentation, and reporting inputs to support institutional grant evaluation and reporting.
• Collaborates with the Program Development Officer to develop a communications strategy for the portfolio. Where assigned, leads the development of online and print materials documenting project outcomes, collaborates with the Communications + Marketing Office and other key contributors to promote partnered initiatives. Maintains and updates the Shumka Centre website and socials as needed.
• Where assigned, supports the Supervisor by leading the drafting and compilation of grant applications, proposals, and reports
• Manages and directs the activities of Research Assistants, project staff, or external consultants as required by the project’s scale. Responsibilities include hiring, goal setting, performance monitoring and outcome assessment. Additionally, provides training to casual staff or contractors when necessary.
• Responds to requests and inquiries for project-related information, including correspondence and documents of a confidential nature.
• Builds strong relationships with key Emily Carr University affiliates and maintains collaborative workflows with other units to ensure efficient services to partners/clients, faculty, and research assistants.
• Maintains up-to-date knowledge on industry best practices and innovations.
• Fosters a culture of Justice, Equity, Diversity, and Inclusion (JEDI) by remaining current in JEDI trends that impact their field of work and make recommendations to the Project Manager, Partnerships + Creative Entrepreneurship for improvements in support of the ECU community, and the strategic goals of the University.
• Required to travel for partnered program activities, encompassing occasional off-site local events, regional engagements, and national travel, which may extend beyond regular business hours.
• Performs other related duties as required.

Competition closes on Friday, August 7, 2026.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.