Job Description
Job ID
73619
Job Title
Admin and Project Coordinator JD1379
Regular/Temporary
Regular
Location
HSC- Central Campus
Open Date
01/08/2026
Job Type
Continuing
Close Date
01/17/2026
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
FHS MGD Initiative
Full/Part Time
Full-Time
Salary Grade/Band
Grade 8
Salary Range
$28.90 - $43.51 (hourly)
Job Code
JD1379
Existing Vacancy
Yes - Backfilling as Existing
Target Number of Openings
1
Hours per Week
35
Posting Details
Schedule
Monday-Friday 8:30am-4:30pm
Education Level
Bachelor's degree in Business, or a related field of study.
Career Level
Requires 4 years of relevant experience.
Job Description
The Administration and Project Coordinator provides executive-level administrative and project coordination support to the Executive Team supporting the Michael G. DeGroote Initiative for Innovation in Healthcare and the Heersink School of Biomedical Innovation & Entrepreneurship (MGD Health ICE). The role supports executive operations, prepares briefing materials, coordinates priority projects, and ensures effective communication, follow-through,and integration of initiatives across internal and external stakeholders. This position is primarily in-person, with on-site work required Monday through Thursday. Remote work on Fridays may be considered based on operational requirements.
General Description:
Provides project coordination, communications, public relations, stakeholder relationship management, workload management, process redesign, technological, analytical and administrative and analytical support and recommendations to the Chair, Director of Administration and other departmental leaders as required in a variety of areas. Coordinates Leads activities on the Chair's behalf. Responsible for overseeing the day-to-day operation of a Chair's Office within a department. Works independently with limited under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.
Duties & Responsibilities:
Coordinate multiple concurrent projects, develop and maintain project plans, prepare project status reports and keep management, clients and other project stakeholders informed of the project’s status.
Provide analytical and administrative support to the Chair, Director of Administration and other departmental leaders on a variety of departmental issues, projects, and programs.
Act as a point person for all staff who support the Chair.
Work with departmental/faculty leadership to define project components that must be completed to ensure the overall project goal is achieved.
Work with all project stakeholders to obtain buy in and sign off to deliverables, time lines and implementation methods.
Review and recommend project budgets, time lines and milestones for presentation to department/faculty leadership.
Track and report on project progress between milestones.
Ensure proper setting of priorities, problem resolution and incorporation of changing events and conditions into the project from business, technical and political perspectives.
Ensure that project work occurs within established budgets and time lines and communicate all issues or problems to management and all stakeholders.
Responsible for problems that arise in the course of projects. Responsible for change and its effects on project resources.
Receive and respond to time critical issues.
Ensure that all project work is effectively integrated into current systems.
Investigate, evaluate, and recommend improvements that may be required to business practices, their applications systems, and supporting computing technology.
Ensure that projects meet specified requirements.
Develop and maintain process documentation.
Support development of project proposals and estimates.
Take ownership of functional issues by identifying underlying problems, analyzing potential solutions and implementing system resolutions, including workarounds.
Prepare detailed briefing materials for the Chair prior to meetings.
Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Chair.
Keep track of assignments made to others for actions to be taken on the Chair’s behalf and ensure that deadlines for responses are met.
Follow-up on and ensure appropriate implementation of decisions made by the Chair.
Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
Answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are general in nature and require a thorough knowledge of established policies and procedures, as well as the strategic priorities and complex organizational structure of the department.
Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
Provide policy and procedure information to others.
Collect, verify, and input data into a variety of spreadsheets and databases.
Draft and maintain information and content on websites and social networks.
Oversee prioritization and scheduling of appointments for the Chair’s/Director’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair/Director.
Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
Write and edit a variety of documents such as: draft contracts/MOUs/LOUs, project plans, letters, web and social media posts, procedure manuals, reports and minutes.
Draft correspondence on behalf of the Chair.
Work collaboratively with others to achieve departmental and institutional goals.
Actively participate as a member of a team to move the team toward the completion of goals.
Research and make recommendations in best practices to the department/faculty leadership.
Format, word process, edit, and proofread a variety of documents and materials.
Set up and maintain filing systems, both electronic and hard copy.
Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
Assemble, copy, collate, and disseminate a variety of documents and materials.
Prepare outgoing mail, faxes, and courier shipments.
Supervision:
Provide direction to others in how to carry out work tasks.
Ensure adherence to quality standards and procedures for short-term staff and volunteers.
Qualifications:
Bachelor's degree in Business, or a related field of study.
Requires 4 years of relevant experience.
Assets:
Experience supporting innovation, entrepreneurship, or commercialization initiatives, within a healthcare, life sciences or academic environment.
Demonstrated experience providing senior administrative and project coordination support (4 + years) within a complex, multi-stakeholder organization.
Strong understanding of the academic environment, including governance structures, institutional processes, and administrative workflows.
Proven ability to support executive or senior leadership, including preparing briefing materials, coordinating projects and initiatives that span education, research, and external engagement.
Ability to work independently, anticipate needs, and provide reliable, proactive support to leadership.
The position is vacant as it is a backfill and the start is as soon as possible
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster 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 905-XXXXXX ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679
to communicate accommodation needs.
Vaccination Mandate - FHS
This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.
Hybrid Work Language
To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
Interview Experience
At 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 [email protected] or the HR contact associated with your position of interest.
AI Statement
McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.
73619
Job Title
Admin and Project Coordinator JD1379
Regular/Temporary
Regular
Location
HSC- Central Campus
Open Date
01/08/2026
Job Type
Continuing
Close Date
01/17/2026
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
FHS MGD Initiative
Full/Part Time
Full-Time
Salary Grade/Band
Grade 8
Salary Range
$28.90 - $43.51 (hourly)
Job Code
JD1379
Existing Vacancy
Yes - Backfilling as Existing
Target Number of Openings
1
Hours per Week
35
Posting Details
Schedule
Monday-Friday 8:30am-4:30pm
Education Level
Bachelor's degree in Business, or a related field of study.
Career Level
Requires 4 years of relevant experience.
Job Description
The Administration and Project Coordinator provides executive-level administrative and project coordination support to the Executive Team supporting the Michael G. DeGroote Initiative for Innovation in Healthcare and the Heersink School of Biomedical Innovation & Entrepreneurship (MGD Health ICE). The role supports executive operations, prepares briefing materials, coordinates priority projects, and ensures effective communication, follow-through,and integration of initiatives across internal and external stakeholders. This position is primarily in-person, with on-site work required Monday through Thursday. Remote work on Fridays may be considered based on operational requirements.
General Description:
Provides project coordination, communications, public relations, stakeholder relationship management, workload management, process redesign, technological, analytical and administrative and analytical support and recommendations to the Chair, Director of Administration and other departmental leaders as required in a variety of areas. Coordinates Leads activities on the Chair's behalf. Responsible for overseeing the day-to-day operation of a Chair's Office within a department. Works independently with limited under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.
Duties & Responsibilities:
Coordinate multiple concurrent projects, develop and maintain project plans, prepare project status reports and keep management, clients and other project stakeholders informed of the project’s status.
Provide analytical and administrative support to the Chair, Director of Administration and other departmental leaders on a variety of departmental issues, projects, and programs.
Act as a point person for all staff who support the Chair.
Work with departmental/faculty leadership to define project components that must be completed to ensure the overall project goal is achieved.
Work with all project stakeholders to obtain buy in and sign off to deliverables, time lines and implementation methods.
Review and recommend project budgets, time lines and milestones for presentation to department/faculty leadership.
Track and report on project progress between milestones.
Ensure proper setting of priorities, problem resolution and incorporation of changing events and conditions into the project from business, technical and political perspectives.
Ensure that project work occurs within established budgets and time lines and communicate all issues or problems to management and all stakeholders.
Responsible for problems that arise in the course of projects. Responsible for change and its effects on project resources.
Receive and respond to time critical issues.
Ensure that all project work is effectively integrated into current systems.
Investigate, evaluate, and recommend improvements that may be required to business practices, their applications systems, and supporting computing technology.
Ensure that projects meet specified requirements.
Develop and maintain process documentation.
Support development of project proposals and estimates.
Take ownership of functional issues by identifying underlying problems, analyzing potential solutions and implementing system resolutions, including workarounds.
Prepare detailed briefing materials for the Chair prior to meetings.
Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Chair.
Keep track of assignments made to others for actions to be taken on the Chair’s behalf and ensure that deadlines for responses are met.
Follow-up on and ensure appropriate implementation of decisions made by the Chair.
Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
Answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are general in nature and require a thorough knowledge of established policies and procedures, as well as the strategic priorities and complex organizational structure of the department.
Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
Provide policy and procedure information to others.
Collect, verify, and input data into a variety of spreadsheets and databases.
Draft and maintain information and content on websites and social networks.
Oversee prioritization and scheduling of appointments for the Chair’s/Director’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair/Director.
Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
Write and edit a variety of documents such as: draft contracts/MOUs/LOUs, project plans, letters, web and social media posts, procedure manuals, reports and minutes.
Draft correspondence on behalf of the Chair.
Work collaboratively with others to achieve departmental and institutional goals.
Actively participate as a member of a team to move the team toward the completion of goals.
Research and make recommendations in best practices to the department/faculty leadership.
Format, word process, edit, and proofread a variety of documents and materials.
Set up and maintain filing systems, both electronic and hard copy.
Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
Assemble, copy, collate, and disseminate a variety of documents and materials.
Prepare outgoing mail, faxes, and courier shipments.
Supervision:
Provide direction to others in how to carry out work tasks.
Ensure adherence to quality standards and procedures for short-term staff and volunteers.
Qualifications:
Bachelor's degree in Business, or a related field of study.
Requires 4 years of relevant experience.
Assets:
Experience supporting innovation, entrepreneurship, or commercialization initiatives, within a healthcare, life sciences or academic environment.
Demonstrated experience providing senior administrative and project coordination support (4 + years) within a complex, multi-stakeholder organization.
Strong understanding of the academic environment, including governance structures, institutional processes, and administrative workflows.
Proven ability to support executive or senior leadership, including preparing briefing materials, coordinating projects and initiatives that span education, research, and external engagement.
Ability to work independently, anticipate needs, and provide reliable, proactive support to leadership.
The position is vacant as it is a backfill and the start is as soon as possible
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster 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 905-XXXXXX ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679
to communicate accommodation needs.
Vaccination Mandate - FHS
This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.
Hybrid Work Language
To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
Interview Experience
At 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 [email protected] or the HR contact associated with your position of interest.
AI Statement
McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.
💡 Quick Summary
Seeking a career-building opportunity? The Admin and Project Coordinator JD137* position is now open for candidates interested in the Data Entry Jobs sector. This role in New York City offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Data Entry Jobs is a plus.
