Project Coordinator

Regular/TemporaryRegularJob TitleProject CoordinatorJob ID72732LocationCentral CampusOpen Date11/04/2025Job TypeLimited Term (>12 months)Close Date11/18/2025Employee GroupTMGFavorite JobDepartmentUA Office of the VP, Univ AdvSalary Grade/BandBand JSalary Range$ $ annual)Contract Duration24.2 MonthsHours per Week35Posting DetailsScheduleMonday to FridayEducation LevelUniversity PreferredCareer Level5+ yearsPosting DetailsMcMaster University fuels curiosity, inquiry, and discovery. Every day, we push the boundaries of knowledge through our world-class, interdisciplinary research and our ground-breaking approaches to teaching and learning. Our students, researchers and staff are among the best and brightest.University Advancement at McMaster University is an integrated department that encompasses the areas of Development, Alumni Engagement, Advancement Communications and Donor Relations, and Advancement Operations & Strategy, working collaboratively with McMaster's Faculties and units across campus.Our vision is: Together, we enable McMaster to advance human and societal health and well-being.Our mission is: Inspired by McMaster's tradition of collaboration and innovation, we strengthen relationships, reputation, and resources in pursuit of our goal to be the best.University Advancement's approach to realizing our mission and vision reflects these core values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork.McMaster is launching the most ambitious fundraising campaign in its history and is building the necessary infrastructure, resources, and campaign team to support our planning. Reporting to the VP of University Advancement, the Project Coordinator will be responsible for project coordination, relationship management and administration coordinator within the portfolio of University Advancement.Job Summary:The Project Coordinator is responsible for project coordination, relationship management and administration coordination within the portfolio of Fundraising Pan-University Advancement.Responsibilities:Projects/Coordination Management:Act as a central point of contact and liaison between different stakeholders involved in the project, including team members, donors, alumni, stakeholders, partners, vendors, contractors, and external partners.Facilitate regular communication and information exchange among stakeholders to ensure a shared understanding of project objectives, timelines, and deliverables.Coordinate project meetings, including scheduling, agenda preparation, and minutes taking, ensuring effective participation and engagement from all parties.Collaborate with cross-functional teams to document project requirements, scope, and deliverables, ensuring alignment with stakeholders' expectations.Assist in the development and maintenance of project plans, timelines, and budgets, monitoring progress and taking proactive measures to address any deviations.Support Provide operational support to the management of contracts and agreements with vendors and external partners.Track and manage project documentation, including contracts, permits, and approvals, ensuring compliance with legal and regulatory requirements.Foster a positive and collaborative working environment by promoting effective communication, teamwork, and knowledge sharing among stakeholders.Provide regular project updates and status reports to the management team and stakeholders, highlighting key milestones, achievements, and challenges.Continuously evaluate project processes and workflows, suggesting improvements and implementing best practices to enhance efficiency and effectiveness.Monitors and coordinates accounting activities as appropriate and prepares internal reports for management; participates in budget planning and management, as required.Relationship Management:Responsible for building and maintaining relationships with partners, donors, alumni and external highly affluent volunteers, foundations, stakeholders, donors, and alumni. This involves networking, attending events, and conducting outreach to potential partners. Understand the needs and requirements of their partners. Engage in active listening and conduct regular meetings or surveys to gather feedback and gain insights into their needs, challenges, and preferences.Act as a point of contact for partners or donors and alumni, responding to inquiries, and providing appropriate support when needed.Maintain regular and clear communication with partners or donors and alumni, keeping them informed about relevant updates, and collaborating with managers, marketing, IT and communication teams to address any questions or concerns promptly.Support managers assess the performance of their relationships by analyzing key metrics and indicators.Office Administration/Operations:Given reporting structure, the role is responsible for a significant amount of coordination of the Associate Vice President, Pan-University's calendar across all University faculties and unit offices.Responsible for travel preparation, coordination and briefing for University leaders.Responsible for the smooth functioning of the office. This includes overseeing daily activities, maintaining office supplies and equipment, and ensuring that the office is clean and organized.Provide administrative support to various departments or individuals within the organization. This may involve scheduling appointments, managing calendars, making travel arrangements, and handling correspondence.Responsible for managing the reception area, greeting visitors, and directing phone calls to the appropriate staff members. You may also handle incoming and outgoing mail and packages.Maintain and organize office records, documents, and files. This includes creating and updating filing systems, archiving documents, and ensuring that information is easily accessible when needed.Responsible for entering data into computer systems, databases, or spreadsheets. You may also generate reports, collect and analyze data, and present findings to management.Assist with basic financial tasks such as processing invoices, managing petty cash, and maintaining expense reports. You may also collaborate with the accounting department to ensure accurate financial records if required.Responsible for organizing events, meetings, conferences, or training sessions. This includes coordinating logistics, arranging catering, preparing materials, and ensuring everything runs smoothly.Qualifications:Education:Undergraduate Degree is preferredExperience:Requires 5 years of relevant experience.Knowledge/Skills:Exceptional interpersonal, organizational, planning and communication skills. Incumbents will interact with individuals at every level and from many different perspectives.Ability to cope with multiple demands and manage competing priorities.Excellent analytical and judgment skills.Excellent capability to make decisions independently with authority and confidence, referring only the most complex problems to supervisors.Solid knowledge and understanding of the University operations, structure and policies.Proven skills in project management, change management and strategic planning.Advanced computer skills in word processing, spreadsheets, and databases.Knowledge of ADVANCE (or willingness to learn)Good supervisory practices.How To ApplyTo apply for this job, Email your application to Employment Equity StatementMcMaster 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 ext. 222-HR , orFaculty of Health Sciences HR Office at ext. 22207, orSchool of Graduate Studies at ext. 23679to communicate accommodation needs.Interview ExperienceAt 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 or the HR contact associated with your position of interest.