Program Coordinator

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Term: 16 months contract position

Job Description:

Primary Purpose

The Program Coordinator is responsible for the effective coordination, delivery, and promotion of the Economic Development programs within the University. The role encompasses event and course coordination, financial resource management, stakeholder engagement, and communications/marketing. The successful candidate will demonstrate strong organizational and interpersonal skills and play a critical role in ensuring the success and visibility of programs such as the Economic Development Program and the Master of Economic Development & Innovation (MEDI).

Key Accountabilities

Program Coordination & Delivery

· Support the Director and Co-Directors in organizing and delivering program activities, including scheduling, logistics, and setup for courses, seminars, workshops, and field projects.

· Coordinate with speakers and instructors, including travel, accommodations, and payment arrangements.

· Manage communication and promotion of sessions to target audiences; send reminders and supplemental materials to participants.

· Assist with in-person delivery, including classroom setup, technology setup (i.e. learn) troubleshooting, and participant support.

· Oversee long-term administration of professional development programs tied to EDAC’s certification system.

· Maintain accurate, long-term records of student progress, assignment submissions, and instructor involvement.

· Provide administrative continuity and support across the certification lifecycle, ensuring data accuracy and operational consistency.

Financial Resource Management

· Manage and monitor multiple program budgets, including tracking expenditures, reconciling accounts, and processing invoices and purchases.

· Coordinate financial transactions such as travel authorizations, requisitions, and purchase orders for consultants and contractors.

· Generate financial forecasts and contribute to mid-year and annual financial reports by extracting data from the University’s financial systems.

· Oversee, manage and report on the budget lines relevant to ongoing program development, making recommendations to the leadership team regarding resource allocation

Relationship Management and Outreach

· Build and maintain effective relationships with industry partners, alumni, government agencies, and professional associations to enhance program reach and engagement.

· Serve as the primary point of contact for program participants, speakers, and stakeholders, ensuring professional and responsive communication.

· Collaborate with internal university departments and staff (e.g., PAC staff, St. Jerome’s College) to resolve logistical and operational issues.

· Support alumni engagement through follow-ups, mentoring, and guidance on projects (e.g., Year 2 papers).

· Respond to current MEDI students about internship opportunities with partners and support internship mentorship efforts

Communication and Marketing:

· Develop and maintain digital and print marketing materials including program websites, brochures, email newsletters, and social media channels.

· Promote course offerings, webinars, and seminars through relevant economic development organizations, provincial/national partners, and online platforms.

· Represent the program at academic and professional conferences; support journal editing and preparation of marketing content.

· Respond to inquiries from prospective MEDI students and support student recruitment efforts.

· Curate and distribute the weekly "Job Roundup" via social media to support student/alumni career development.

Required Qualifications

Education

· Post-secondary education in event management, education, business administration, or a related field.

Experience

· 2+ years of experience in program coordination, event planning, or administrative support.

· Financial experience at the University of Waterloo is highly desirable.

· Knowledge of economic development is highly desirable

· Experience arranging events is highly desirable.

Knowledge/Skills/Abilities

· Strong organizational and multitasking skills with excellent attention to detail.

· Proficient in virtual delivery and communications platforms (e.g., Linkedin, Zoom, D2L, MS Teams) and Microsoft Office Suite.

· Excellent communication and interpersonal skills.

· Ability to work independently and collaboratively in a team.

· Customer service oriented with a proactive approach to solving problems.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.