Job Description

Regular/Temporary

Regular

Job Title

Project Coordinator

Job ID

72732

Location

Central Campus

Open Date

11/04/2025

Job Type

Limited Term (>12 months)

Close Date

11/18/2025

Employee Group

TMG

Favorite Job

Department

UA Office of the VP, Univ Adv

Salary Grade/Band

Band J

Salary Range

$69652.00 - $104478.00 (annual)

Contract Duration

24.2 Months

Hours per Week

35

Posting Details

Schedule

Monday to Friday

Education Level

University Preferred

Career Level

5+ years

Posting Details

McMaster 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.


As one of Canada's Best Diversity Employers, McMaster is committed to advancing inclusive excellence and employment equity in the workplace. We encourage qualified candidates to apply from equity seeking groups such as women, racialized/visible minorities, Indigenous peoples, persons with a disability, persons who identify in the LGBTQ2S+ community and others who reflect the diversity of Canadian society.


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 within the portfolio of University Advancement. This position will work closely day-to-day with the Executive Assistant, Vice President UA office and the Senior Director Campaign.

Responsibilities:

Projects/Coordination Management:


Facilitate regular communication and information exchange among stakeholders to ensure a shared understanding of project objectives, timelines, and deliverables. Coordinate meetings, including scheduling, agenda preparation, and back up minute 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.


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:

This role supports those responsible for building and maintaining relationships with partners, donors, alumni and external highly affluent volunteers, foundations, stakeholders, donors, and alumni. This may involve attending events and conducting outreach to potential partners. 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.

Office Administration/Operations:

Support travel preparation, coordination and compiling briefing materials for university leaders. Supports 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 members of the Vice President Advancement office. 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 such as ARCH database, 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 preparing expense reports. You may also collaborate with the accounting department to ensure accurate financial records if required. Responsible for organizing events, such as All Staff meetings as well as other department wide sessions. This includes coordinating logistics, arranging catering, preparing materials, and ensuring everything runs smoothly. Acts as a back-up when the Executive Assistant is away.

Qualifications:

Education:

Undergraduate Degree is preferred


Experience:

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 ARCH (or willingness to learn) Good supervisory practices.


As one of Canada's Best Diversity Employers, McMaster is committed to advancing inclusive excellence and employment equity in the workplace. We encourage qualified candidates to apply from equity deserving groups such as women, racialized/visible minorities, Indigenous peoples, persons with a disability, persons who identify in the LGBTQ2SIA+ community and others who reflect the diversity of Canadian society.

How To Apply

To apply for this job, Email your application to .

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, Metis 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 905-525-9140 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.

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 talent@mcmaster.ca or the HR contact associated with your position of interest.