Job ID

75589

Job Title

Program Coordinator, Research Administration

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/04/22

Job Type

Continuing

Close Date

2026/05/05

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Associate Dean Research

Full/Part Time

Full-Time

Salary Grade/Band

Grade 7

Salary Range

$25.70 - $39.89 (hourly)

Job Code

JD0692

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

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

Education Level

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

Career Level

Requires a minimum of 4 years of relevant experience.

Anticipated Start Date

May 19, 2026

Job Description

Program Coordinator

(JD0692)

Office of the Associate Dean, Research, Innovation and Partnerships

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

About The Faculty:

The Faculty of Engineering has a well-established reputation as one of Canada's most research-intensive faculties in a range of disciplines including 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 Universitypursue research and learning in more than two dozen research centres, institutes and networks whose interdisciplinary pursuits cross departmental and Faculty boundaries. Outside the University, the Faculty collaborates regularly on research projects with partners in other universities, government and more than 100 companies in Canada and abroad.

The Office of the Associate Dean, Research, Innovation and Partnerships is 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, commercialization activity and entrepreneurship in the Faculty of Engineering.

About the Position:

The Program Coordinator, Research Administration will join a cross-functional team to support the coordination of activities and delivery of programs, processes and events that enhance the Faculty’s research enterprise, with a focus on undergraduate research activity, research chair nominations and awards, and the governance of the Faculty’s research centres, institutes and core facilities.

Key responsibilities include coordinating undergraduate summer research award competitions and events (e.g. NSERC USRA, iUSRA, CNL USRE); supporting key functions associated with the governance and administration of research chairs and leadership appointments; supporting the preparation and review of select grant, award, and nomination materials; supporting research grant cycles, including timelines, communications, and web content updates; facilitating faculty participation and compliance with federal, provincial, and institutional research policies; and supporting research workshops and partnership engagement events.

The Coordinator is also 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, resourceand 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.

Key Purpose and 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.
• 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.

Qualifications

• 2-year Community College diploma in Office Administration or related field.
• Requires a minimum of 4 years of relevant experience.

Assets

• Experience in a university research or academic environment, including working with students and faculty
• Experience supporting administrative processes, committees, or governance structures within an academic setting
• Familiarity with McMaster systems (e.g., Mosaic/PeopleSoft, AwardSpring, OscarPlus, BI Portal
• Experience using content design tools (e.g., Canva, Adobe Creative Cloud) for visual and written content for print and web use
• Experience with data tracking or analytics tools to support reporting or process improvement

Additional Information:

This role is highly administrative and process-driven, operating in a fast-paced, multi-stakeholder academic environment. The successful candidate will typically demonstrate:

• The ability to manage multiple, interdependent priorities and workflows in a complex, time-sensitive environment
• Strong organizational and project coordination skills, with attention to detail and an interest in continuous process improvement
• Effective interpersonal, written, and verbal communication skills
• A proactive, solutions-oriented approach to problem-solving and workflow management
• Proficiency in standard office software (e.g., Microsoft Office Suite) and experience working with digital tools to support administrative processes and website content management

Experience in the following areas will support success in the role:

• Coordinating events in both in-person and virtual environments, including budgeting and logistics
• Supporting the preparation and review of applications (e.g., grants, awards, nominations), ensuring accuracy and adherence to guidelines
• Experience coordinating or supporting committees, working groups, or governance structures

How To Apply

To apply for this job, please submit your application online.

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:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Hybrid Work Language

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 talent@mcmaster.ca or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.