Program Coordinator, Faculty of Engineering

McMaster University; Hamilton; On-site; CAD 40,000 - 56,000; Full time

Job summary

McMaster University’s Faculty of Engineering seeks a Program Coordinator to support research innovation and partnerships. Based at Central Campus, the role focuses on coordinating programs, events, and grant resources while ensuring compliance with policies.

Regular daytime schedule, Monday–Friday, with responsibilities spanning communications, budgeting, and liaison work across internal and external partners.

Qualifications

• Knowledge of research grants and funding programs, incl. Tri-Agency
• Experience developing communications and promotional activities
• Experience planning events, meetings, and programs
• Strong written communication and collaboration skills
• Ability to work independently and in cross-functional teams
• Attention to detail and financial record keeping

Responsibilities

• Coordinate conferences, trainings, workshops, and events
• Develop and review grant resources and timelines
• Manage research grant cycles, communications, and website updates
• Support HR, data reporting, and program delivery activities
• Maintain records, budgets, and financial projections
• Liaise with faculty, staff, and external partners

Skills

Research grants

Promo communications

Event planning

Written comms

Interpersonal skills

Independent work

Education

Office Administration diploma

Tools

Mosaic/PeopleSoft

Oracle Analytics Cloud

Microsoft 365

Job description

Program Coordinator, Faculty of Engineering

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/09/21

Job Type

Continuing

Close Date

2026/10/04

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Associate Dean Research

Full/Part Time

Full-Time

Salary Grade/Band

Grade 7

Salary Range

$29.26 - $41.19 (hourly)

Job Code

JD0692

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

1

35

Schedule Monday-Friday, 8:30am-4:30pm

Education Level 2-year Community College diploma in Office Administration or related field

TheFaculty of Engineeringat McMaster University is recognized as one of Canada's leading research-intensive engineering faculties, with strengths spanning bio-innovation, advanced materials and manufacturing, mobility, smart systems, and nuclear research. The Faculty attracts approximately $65 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. Beyond the university, the Faculty maintains strong collaborative relationships with researchers at other institutions, government organizations, and more than 120 industry partners in Canada and around the world.

About the Department

TheOffice of the Associate Dean, Research, Innovation and Partnershipsis 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.

About the Role

TheProgram Coordinator, Research Innovation and Partnershipswill work as part of a cross-functional team to support the coordination and delivery of programs, processes, and events that strengthen the Faculty’s research enterprise. The role will have a particular focus on developing and implementing promotional strategies that encourage participation in, and uptake of, research, innovation, and commercialization initiatives.

Key responsibilities include supporting the delivery of conferences, training programs, research workshops, and partnership engagement events; assisting with the development and review of grant application resources; coordinating research grant cycles, including timelines, communications, and website content updates; and facilitating faculty participation in, and compliance with, federal, provincial, and institutional research policies and requirements.

In addition, the Coordinator is responsible for maintaining efficient office operations, including assisting with unit HR functions, data collection and reporting and coordinating all aspects of program delivery, including administration, implementation, promotion, resource and financial management.

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 partners 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 partners 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 and researchers in an academic setting, will be considered an asset.
• Previous experience with Mosaic (PeopleSoft) and Business Intelligence (Oracle Analytics Cloud) is considered an asset.
• Experience supporting research innovation, commercialization, knowledge mobilization, or partnership development activities will be considered an asset.

Additional Information

• Organizing and coordinating events and programs for internal and external partners, including room bookings, meeting coordination, catering, agenda preparation, and collecting feedback from partners.
• Contributing to the development and maintenance of a grant cycle management strategy, including grant calendars, internal promotional emails/newsletters, and website content updates.
• Collaborating with the Faculty’s outreach and data analytics teams to prepare reports and resources relating to research funding and partnership development.
• Supporting the ongoing growth of the undergraduate research portfolio in collaboration with colleagues within Engineering and across campus.
• Providing administrative support to the leadership team as needed, including scheduling meetings, maintaining files, connecting with partners, and updating documents.
• Inputting financial and HR documentation for the department, including paying invoices, entering timesheets, and 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 partners.
• Monitoring program and event budgets.
• Providing lead hand supervision and being responsible for the quality and quantity of work of students and casual employees.

The successful candidate must have/demonstrate the following:

• Knowledge of research grants and funding programs, including Tri-Agency funding, and an understanding of the processes and requirements associated with research funding.
• Experience developing and coordinating communications, promotional activities, and/or knowledge mobilization initiatives, including the ability to communicate information to a variety of internal and external audiences.
• Experience planning and coordinating events, programs, meetings, or other activities, including managing logistics, timelines, communications, and competing priorities.
• Strong oral and written communication skills, including the ability to prepare clear and accurate correspondence, reports, promotional materials, and other documents.
• Strong interpersonal and relationship-building skills, with the ability to work effectively with faculty, staff, students, researchers, and external partners.
• Demonstrated organizational and time management skills, including the ability to prioritize and manage multiple tasks and competing deadlines.
• Demonstrated problem-solving and critical-thinking skills, including the ability to identify issues, assess options, and implement appropriate solutions.
• Ability to work independently and collaboratively as part of a cross-functional team, with flexibility to adapt to changing priorities and requirements.
• Ability to handle confidential information with professionalism and discretion.
• Demonstrated attention to detail and accuracywhen managing information, records, financial documentation, and other administrative materials.
• Ability to identify opportunities for process improvementand contribute to the development and implementation of effective administrative processes.
• Advanced knowledge of Microsoft 365 applications, including Word, Excel, and Outlook.

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.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self‑identification in relation to equity‑seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

AI Statement

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