Programs Coordinator

With a bold, future-looking mandate, the Canada Foundation for Innovation equips researchers to be global leaders in their field and to respond to emerging challenges. Our investments in state-of-the-art tools, instruments and facilities underpin both curiosity- and mission-driven research that cuts across disciplines and bridges all sectors. The research infrastructure we fund mobilizes knowledge, spurs innovation and commercialization, and empowers the talented minds of a new generation.

PROGRAMS COORDINATOR
(full-time permanent)

Reporting to a Senior Programs Officer or Associate Director and in support to the activities of the Programs team, the incumbent plays a key role in providing efficient project coordination, acting as an information focal point, planning and organizing meetings and events, and gathering and presenting relevant data and statistics.

Key Activities

Coordination and tracking of review process

Plan, organize and support the delivery of the proposal review process:

• Invite, track and follow-up with reviewers.
• Conduct an administrative review of each application by verifying the completeness of the application.
• Keep track of and document interactions with reviewers using the corporate case management system.
• Respond to routine inquiries from reviewers.
• Assist in the preparation of documents for the Board of Directors.
• Prepare communication materials for institutions and provinces as part of the announcement of Board decisions.

Coordination support

• Increase team efficiency by acting as the information focal point across different working groups.
• Support the Programs Director and VP Programs and Planning in tracking timelines and expenses related the activities of the Innovation Fund and Special Funds team.
• Work with other CFI business units to support the activities of the Innovation Fund and Special Funds team.

Logistics

• Provide logistical support to the Innovation Fund and Special Funds team and external contacts (committee members, institutional representatives, applicants, vendors, service providers) such as scheduling meetings and troubleshooting.
• Provide logistical support for committee meetings (in person, teleconference and videoconference); this includes taking care of travel and accommodation, meeting planning, catering and troubleshooting
• Coordinate and plan multi-day workshops and gatherings (venue, suppliers, registration, communications, logistics, on-site troubleshooting)
• Develop and maintain good business relationships with suppliers and service providers.
• In collaboration with the Finance Department, participate in the evaluation of RFPs and contracts related to the activities of the Innovation Fund and Special Funds team.
• Gather relevant data for financial projections and programs budgets needed by the Finance Department.
• Reconcile invoices and expense claims related to the activities of the Innovation Fund and Special Funds team.

Business intelligence and data gathering

• Gather, manipulate and present data and information related to the activities of the Innovation Fund and Special Funds team.
• Conducting reviews from web and business intelligence sources and the academic literature.
• Collate and synthesize large volumes of information using databases and spreadsheets.
• Produce summaries and reports (financial, statistical, data projections, tracking) in a timely and accurate manner.

Skills and Knowledge

• Minimum three years of hands-on experience in administrative support
• Excellent organizational and time-management skills with the ability to prioritize activities and efficiently organize large volumes of information
• Strong initiative, assertiveness and ability to manage competing priorities as well as respond effectively in a demanding and fast-paced environment
• Strong interpersonal and diplomacy skills, and ability to deal with all levels of staff throughout the organization as well as external clients and stakeholders, including an ability to exercise discretion and judgement in dealing with confidential information
• Excellent communication skills, including an ability to gather and present complex information clearly;
• Creative thinking and ability to adapt quickly to a rapidly changing environment
• Fluency in both English and French

Assets:

• Project Management training/certification
• Experience with business intelligence reporting tools and data visualization software

Total Compensation:

The CFI offers a competitive compensation package that includes employee benefits and participation in the Sun Life Financial pension plan, four weeks of paid vacation leave as well as personal days and access to the Wellness Fund that covers health and wellbeing items for you and your family.

This is a full-time position in a hybrid work environment, requiring a minimum of two days per week at the CFI offices.

Please send your CV and a covering letter by end of day on November 12, 2025 to:

Eric Desjardins
Director of Human Resources
Canada Foundation for Innovation,

We would like to thank all candidates who apply. Only candidates selected for an interview will be contacted.

The Canada Foundation for Innovation supports official languages principles and respects Ontario’s Accessible Customer Service Policy. We attempt to accommodate individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Please let us know in advance if you require an accommodation to participate in the hiring process.

The CFI is committed to the principles of equity, diversity and inclusion. In all our activities, we recognize that a breadth of perspectives, skills and experiences contributes to excellence in our workplace.

The Canada Foundation for Innovation respectfully acknowledges that its head office is located on the traditional, unceded territory of the Anishinaabe Algonquin People.

Visit our “Careers” page for more information about the CFI.