Job Description

Overview

Term: 12 Months

The Project Coordinator provides administrative and project support for the priorities and initiatives of the Program Area Leads (PALs) in the Office of Equity Diversity, Inclusion and Anti-Racism. The incumbent has responsibilities spanning project coordination, communication, project monitoring and the coordination of meetings and events for various key initiatives.

Responsibilities

Project Coordination

• Work proactively and with minimal supervision to assist the initiatives in all aspects of planning, day to day implementation, and maintenance of the project
• Liaise internally with working group members and chairs of the various projects and initiatives, campus stakeholder groups, and other committees and externally with agencies and peer institutions as required
• Provide updates on project status to internal stakeholders. Reach out for further support if needed
• Maintain project plans and associated project management documentation

Project Communication

• Manage documentation and reporting requirements, including the collection of data and compilation of metrics on project progress
• Prepare project status reports for the campus community and the external stakeholders
• Collaborate with campus partners to ensure communication with relevant groups, distribution lists, etc.

Oversight and Monitoring

• Monitor project progress toward established objectives and track action items
• Conduct and initiate follow-up meetings as required to ensure tasks are delivered as agreed
• Coordinate and oversee progress reporting to project stakeholders

Coordination of Meetings and Events

• Organize scheduling for conferences, meetings, calls, room bookings, etc.
• Organize catering, accommodations etc. for internal meetings or meetings with potential partners
• Prepare correspondence, documentation, or presentation materials
• Prepare meeting minutes and coordinate distribution and retention of these

Qualifications

Completion of an undergraduate degree or equivalent related education and experience

1-3 years' experience in project administration preferably in an academic, health care and/or research environment

1-3 years' experience coordinating meetings and taking minutes involving senior stakeholders from a variety of units

1-3 years' experience and a track record of demonstrably improving equity at a large, decentralized, and complex university or institution

Experience effecting organizational change, including policy, procedural, practical, and behavioural change

Proven ability to advance policies, programs, and practices with the framework of equity

Experience, and demonstrated ability to build partnerships, collaborate and consult meaningfully with equity seeking groups

Experience in developing and delivering equity related education, policies, and programming

Familiarity with established project management tools and techniques

Ability to exercise sound judgement, problem solving, and decision-making skills

Ability to work effectively in a team and independently to manage multiple and competing priorities, and to adapt to a changing environment

Excellent written and verbal communication skills including the ability to provide and present timely and relevant feedback/reporting to various stakeholders

Business maturity and awareness with topics and matters that are confidential and sensitive

Demonstrated ability to apply new concepts, tools, and processes

Attitude and aptitude for continuous improvement and change management coupled with a pragmatic and flexible approach to getting things done; independently or in a team setting

Demonstrated experience producing high quality, error and omission-free deliverables within tight deadlines

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

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, Metis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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.