Program Coordinator

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
35 hours per week, 8:30am to 4:30pm, may include evenings and weekends as needed

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

**Career Level**
Requires 4 years of relevant experience.

**Unit/Project Description**:
The Forge is the business incubator for McMaster University and Hamilton Region, supporting early-stage, technology-based, scalable startups. Since its launch in 2015, over 275 companies have gone through The Forge, raising over $45M in funding. The Forge works hands-on with early-stage entrepreneurs to help them build successful startups offering two main programs: The Business Incubator and Startup Survivor.
The Forge Startup Survivor Competition is our showcase event, which is a pitch competition held in the Fall, where students compete for cash prizes to be used towards furthering their business ideas.

**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 curriculum 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 and 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 stakeholders and groups.
- Write a variety of documents including, but not limited to, reports, correspondence and minutes.
- Use a dictaphone to transcribe correspondence and other documents.
- 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.
- 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.

**Requirements**:

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

**Assets**:

- Demonstrated excellence of organizational and planning skills
- Superior communciation skills - oral and written, with a variety of stakeholders - including students, staff, faculty, as well as external enagement with mentors, company founders, service providers
- Strong interpersonal skills - able to work well in a team environment
- Experience with Mosaic and Oracle
- Experience with a CRM tool
- Ability to manage multiple priorities at once

**Additional Information**:
This position is for maternity leave coverage

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississau

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