Program Coordinator

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**Job Requisition ID**:
2026-00056

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Administrative Support

**Employment Type**:
Temporary

**Department**:
Faculty of Environment - Dean of Environment Office - Waterloo Institute for Sustainable Aeronautics

**Hiring Range**:
$60,384.87 - $75,481.09

**Posting Information**:
This posting is for an existing vacancy

**3 Year Term**

This is being offered as a 3-year secondment/contract opportunity.

The internal posting deadline for this position is **January 29, 2026**

**Primary Purpose**

Reporting to the Director of the Waterloo Institute for Sustainable Aeronautics (WISA), the Program Coordinator provides coordination, logístical, and communications support for WISA initiatives, with a particular focus on the Future in Motion network. This network advances interdisciplinary research, training, and partnerships across multiple transportation sectors.

The incumbent ensures that meetings, communications, and reporting processes for WISA and Future in Motion run efficiently. They support data collection, coordination of deliverables, and tracking of performance indicators related to the network’s key objectives. The position requires strong organizational, communication, and analytical skills to assist in documenting outcomes and facilitating collaboration among University and external stakeholders.

The role is essential to ensuring that WISA’s collaborative research and engagement activities operate smoothly, are effectively communicated, and contribute to the Institute’s visibility and impact across the University and partner network.

**Key Accountabilities**

**Program and Administrative Coordination**
- Provide organizational and administrative support for WISA and Future in Motion activities, including meeting scheduling, logistics, and correspondence.
- Coordinate and document meetings, including preparing agendas, distributing materials, and recording minutes for internal and partner sessions.
- Maintain databases of WISA members, external partners, and engaged graduate students, ensuring data accuracy and compliance with University privacy and records management policies.
- Support onboarding of new WISA members, including coordinating introductions, collecting required information, and orienting members to institute processes and communication channels.
- Coordinate events, workshops, and symposia, including venue bookings, catering, travel logistics, and participant communications.
- Coordinate and provide logístical and communications support for WISA’s annual student competition, including promotion, participant tracking, submission management, and event execution.
- Coordinate recurring Future in Motion webinars, including scheduling, invitations, speaker coordination, and technical setup using webinar platforms such as Zoom, Microsoft Teams, or WebEx.
- Track project milestones and deliverables to ensure timely reporting and alignment with Future in Motion’s performance objectives.
- Compile and summarize information on progress toward KPIs for inclusion in internal and external reports, presentations, and communications materials.
- Maintain shared drives, templates, and document management systems to ensure consistency and accessibility of project information.

**Communications and Stakeholder Engagement**
- Support the development and dissemination of communications materials such as newsletters, website content, presentations, and reports in collaboration with the Faculty of Science, University Relations, and the Global Futures Office.
- Liaise with internal units including the Faculty of Science Dean’s Office, Office of Research, University Relations, Finance, and Human Resources.
- Collaborate with the Global Futures Office and other University of Waterloo research institutes, such as the Waterloo Institute for Sustainable Energy (WISE) and the Waterloo Centre for Automotive Research (WatCAR), to ensure coordination and alignment of activities across the Future in Motion network.
- Assist in the preparation of progress reports, presentations, and dashboards summarizing WISA and Future in Motion activities and outcomes.
- Coordinate partner engagement meetings and provide logístical support for workshops and collaborative sessions.

**Team and Operational Support**
- Collaborate with WISA’s Director, Associate Directors, research staff and administrative team to ensure coordinated delivery of program objectives.
- Foster coordination across related campus initiative