Senior Program Coordinator

Western University; Toronto; On-site; CAD 53,000 - 64,000; Full time

Job summary

Western University seeks a Senior Program Coordinator for Ivey Business School to manage program operations for Executive MBA and related programs. This full-time role involves coordinating student support, scheduling, and events, ensuring a seamless experience for approximately 300 graduate students in a dynamic academic environment.

Benefits

Flexible or hybrid work plans

Generous benefits package

Professional development opportunities

Vacation starting at 15 days per year

Qualifications

• Minimum of 3 years’ experience in a highly service-oriented environment.
• Experience in an academic environment is considered an asset.

Responsibilities

• Coordinate program operations and student support for EMBA, AMBA, and MMA programs.
• Manage scheduling, examinations, and student progression requirements.
• Facilitate communication between students and staff to ensure resource access.

Skills

Organizational skills

Communication skills

Problem-solving skills

Interpersonal skills

Project management

Education

University degree

Tools

MS Office

Crystal Reports

Job description

Position:Senior Program Coordinator

Location:Toronto, Ontario

Position Type:Full-time, 3-year renewable contract.

Hiring Range:$53,679 - $63,157

Application Deadline: Tuesday, June 3, 2025, at 11:59PM.

About Ivey Business School:

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lūnaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.

The London Based Programs offices play a pivotal role in providing an exceptional student experience to our HBA, MBA, and MSc students. The department is responsible for the delivery and execution of all operational components of the student experience, including scheduling and timetables, exams, and grades submissions.

Position Overview:

The Senior Program Coordinator plays a critical role in the planning, administration, and smooth delivery of "while you work" (WYW) degree programs at the Toronto and London campuses. Focused on the Executive MBA (EMBA), Accelerated MBA (AMBA), and Master in Management (MMA) programs, the role supports a community of around 300 students balancing career and academic pursuits. The position requires a high degree of flexibility, frequent travel between campuses, and autonomy to manage recurring monthly sessions and the complex blend of synchronous and asynchronous learning activities.

The role is responsible for intricate coordination of in-person weekend sessions, particularly for the AMBA and MMA programs in Toronto, while harmonizing schedules across both campuses. Success depends on strong organizational skills, effective communication, and operational expertise to align the needs of students, faculty, and support staff. Through careful scheduling and collaboration, the Senior Program Coordinator helps create a cohesive and engaging learning experience for working professionals across diverse modalities and locations.

Responsibilities:

Program Coordination

• Course scheduled development, coordination, and conflict resolution between faculty/staff departments, facilities, and other program offices using shared resources.
• Student timetabling, course selection for students, managing the enrollment and credentials process. Including the software set up of the program courses using Ivey’s in-house applications.
• Identification, scheduling, and coordination of interim and final examinations including the selection, coordination, and training of exam proctors.Lead trainer for students and proctors in the use of Examsoft software for taking exams including development and delivery of training materials through presentation and support documentation.
• Coordinate grade administration between faculty, the program office, and the registrar.
• Maintain and distribute program progression requirements to graduate students.
• Adjudicate student credits to ensure eligibility to apply for graduation.
• Maintain the faculty handbook and advise faculty of all Ivey and Western policies that pertain to their course instruction.
• Responsible for the integrity of scheduled student reconciliation requests from the School of Graduate and Post-doctoral Studies.
• Coordinate co-curricular event requests from parties outside the program office to eliminate conflicts between curricular and other non-curricular sessions.
• Onsite coordination for Toronto campus sessions (monthly) and London residency weeks (quarterly).
• Communicates and facilitates enforcements of all Western, Ivey, and Program policies.

Student Support

• Liase between student representatives and Ivey/Western staff departments to ensure access to resources such as facilities, technology, marketing/communications, and other resources is timely and sufficient for their co-curricular event plans.
• Support approximately 330 graduate students with academic advising, accommodations, wellness, conflict resolution, ensuring timely referrals to and collaboration with Western departments to address impacts on program participation.
• Collaborate with Ivey Academic Advisors to manage health and wellness issues that require accommodation and advise faculty on potential remedies and supports for the student.
• Work with students to manage student- student conflicts within learning teams and to find effective solutions to help students navigate interpersonal conflict. Connect students with legal, counselling or other professional resources teams at Western, as needed.

Event & Vendor Management

• Collaborate with Ivey admissions to prepare and present pre-program information sessions to prospective students.
• Coordinate program-led co-curriculum events; student orientation, case competitions, panel discussions, EDI training for students and Ivey graduation ceremonies, engaging with appropriate vendors from initial scoping, delivery of services to final payment. Liase between students and the registrar to ensure proper communication of convocation details.
• Support logistics for students, event sponsors, faculty for any program associated/involved event.
• Responsible for sourcing vendors, making purchasing decisions and negotiating costs and payments with vendors.
• Support and organize events in Toronto and London.
• Provide support to international study trips.

Reporting & Analysis

• Responsible for accurate reporting of student counts and student status to the School of Graduate and Post-doctoral studies. Assists students and notifies SGPS of any student status changes (eg. leaves or withdrawals). Uses crystal reports software to generate reports pulling data from Ivey’s master database in numerous software systems.
• Provide data and analysis from various databases and applications of the Program cohort demographics to the program leadership, Finance department and the Dean’s office to ensure accurate understanding of incoming student cohorts for spend and revenue forecasting, understanding diversity trends.
• Provide ad hoc analysis of student demographics as requested by Program Leadership or the Dean’s Office, querying and consolidating multiple data sources and creating readily consumed and concise reports.

Admissions & pre-arrival

• Work with Ivey admissions to ensure program materials on public websites and social media are up to date with latest program offerings.
• Analyze program cohort diversity to help develop learning teams for each term and ensure adherence to Ivey’s values for team diversity.
• Enter students in Ivey’s Student Information System (SIS) and designs, maintains, and administers the Program’s Canvas and Insendi learning platforms.
• Develop and maintain Student Handbooks highlighting key information needed and resources needed by students.
• Collaborate with Ivey admissions to prepare and present pre-program information sessions to prospective incoming students. This requires the in-depth application of program policies and procedures.

Qualifications:

Education & Experience

• University degree with a minimum of 3 years’ experience in a highly service-oriented environment.

• Experience in an academic environment is considered an asset.

Skills & Abilities

• Experience and knowledge of a University environment, including knowledge of services, support, policies and procedures is critical for success.
• Proven ability to work independently, effectively and accurately in an interruptive, fast paced environment.
• Demonstrated project and event planning skills and experience.
• Proactive planning and problem-solving skills are essential.
• Professional presence displaying tact, responsiveness, empathy to any student situation.
• Ability to maintain confidentiality.
• Experience working in environments with a high team collaboration and focused on service.
• Demonstrates sound judgment in identifying issues and knowing when to escalate appropriately.
• Exceptional interpersonal and communication skills, both verbal and written.
• Ability to take direction well and to work collaboratively and independently within a small team environment.
• Strong aptitude for technology, agility when systems are customized.
• Strong database management and reporting skills. Mathematical and basic statistical competencies.
• Demonstrated experience and confidence in the MS Office products, particularly Excel.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Proven experience working through several projects and competing timelines from inception to completion with an adherence to detail and deadlines requires.
• Interest and experience delivering presentations considered an asset.
• Strong knowledge of Ivey Business School programs and services.
• Comfortable with vacations restrictions at certain times of the year predominately August, September, January, April.
• Ability to work within a flexible schedule to accommodate sessions and activities, with a willingness to travel and work outside of regular business hours (including weekends).

What We Offer:

• Flexible or hybrid work plans for many roles
• A collaborative and engaging work culture
• Opportunity to join a community of people-focused professionals
• Market competitive compensation with annual increases available
• Generous benefits package with employer-paid premiums, including a comprehensive Health and Dental Plan, Health Care Spending Account, short- and long-term disability programs, no waiting period required.
• Enhanced mental health benefits coverage and resources.
• Life and AD&D insurance for you and your family.
• Out-of-country travel insurance.
• Employee and Family Assistance Program.
• Pregnancy and Parental top-up leave program.
• A generous group retirement savings plan with 7.5% employer contributions.
• Vacation starting at 15 days per year plus 2 paid Ivey Personal Days.
• Paid time off during the School’s December holiday closure.
• Numerous campus-wide arts, culture, and sport events.
• Supports for professional development and career progression opportunities.

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Please contact us at [e-mail] to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

Application:

If you're excited about joining Canada's leading business school and meet the qualifications, please submit your resume and cover letter via the Ivey Careers page by the application deadline.

*Please note only selected candidates will be contacted.