Acad Prog & Inst Part Coord (ENG-UNENE) | McMaster University · Teeming.ai
McMaster University
The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older…
The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older…
2-year Community College diploma in Office Administration or related field of study
Career Level
Requires a minimum of 3 years of relevant experience
Anticipated Start Date
June 15, 2026
Job Description
Academic Program & Institutional Partnerships Coordinator (JD1673)
Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/
About the Faculty
Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering. has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. Engineering faculty, staff and students at McMaster pursue research and learning in more than 22 research centres, institutes and networks whose interdisciplinary pursuits cross-departmental and faculty boundaries. Outside the University, we regularly collaborate on research projects with partners in universities, the government and more than 100 companies in Canada and abroad.
About the Department
The University Network of Excellence in Nuclear Engineering (UNENE) is a national alliance of Canadian and international universities, major nuclear utilities, government agencies, and research institutions. With a mission to strengthen nuclear engineering education and research, UNENE advances Canada’s global profile in nuclear science and technology.
UNENE delivers graduate-level academic programs, professional development opportunities, and industry-driven research collaborations. The network plays a critical role in developing skilled talent, fostering innovation, and building capacity for the safe and sustainable use of nuclear energy. With strategic guidance from an active Board of Directors and various academic and industry advisory committees, UNENE is recognized as a vital platform for knowledge exchange across academia, industry, and government.
The network’s operations are led by McMaster University, home to Canada’s largest university-based nuclear research reactor, and coordinated across 19 universities, 12 industry partners, and 3 levels of government.
About the Position
UNENE is welcoming applications for the Continuing position of Academic Program & Institutional Partnerships Coordinator.The successful incumbent will be working on the academic program delivery of our M.Eng and Diploma Graduate Education programs and coordinate the communications, events and meetings across our Research and Development program. This position will report to the Program Manager and support the UNENE Directors as needed.
Job Summary
This position coordinates academic program delivery and institutional collaboration across a collaborative network of academic and external research partners. In collaboration with the Director, the role supports course delivery operations, curriculum and academic quality processes, and partnerships that enable effective program delivery across institutions. It applies judgement in interpreting academic policies and agreements, and works with instructors, research chairs, and institutional representatives to coordinate course scheduling, instructor appointments, learning management system support, and institutional participation. The position also supports research collaboration by maintaining agreements, coordinating events, facilitating communication across partners, and working with Program Directors to ensure alignment with academic standards, partnership commitments, and program priorities.
Purpose & Key Functions
Supervision
Has ongoing responsibility for supervising (may include selecting) of 1 - 9 casual employees (at any one time).
Qualifications
2-year Community College diploma in Office Administration or related field of study.
Requires a minimum of 3 years of relevant experience.
Assets
Previous experience in project management and project accounting is considered an asset
Familiarity with Learning Management Systems like Canvas is considered an asset
Additional Information
The successful candidate must have and/or demonstrate:
The successful candidate must also have prior experience in the following areas:
Achieving individual outcomes while contributing to a culture of collaboration
Partnering and working with students and volunteers
Planning and executing events, both virtually and in-person
This position will require on-campus presence 1-2 days per week at minimum; this arrangement may be subject to change based on operational needs. Flexibility is also required to work occasional evenings, weekends and extended hours to meet the demands of the position.
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 905-525-9140 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.
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 talent@mcmaster.ca 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.
Coordinate and analyze the operational administration of the academic program by synthesizing information from multiple institutional sources, identifying gaps or inefficiencies in program operations and partnerships, and providing recommendations to program leadership to improve coordination, efficiency, and collaboration across partner institutions.
Maintain and manage program records, databases, and documentation including course schedules, instructor information, academic expertise, institutional contacts, and program operational records across partner institutions.
Support program leadership in planning and monitoring program initiatives by compiling information, preparing resource estimates and tracking program activities and expenditures to inform operational planning and decision-making.
Coordinate the operational delivery of courses including scheduling, classroom bookings, and logistics related to in-person, hybrid, and online course delivery.
Draft and circulate the academic course schedule to partner institutions and coordinate institutional participation in program offerings.
Coordinate instructor participation across partner institutions by verifying availability of returning instructors, identifying new instructors as required, and coordinating academic appointments and instructional contracts with host universities.
Request course outlines from instructors, review for completeness, and coordinate the upload and distribution of approved outlines and course information to the program website and partner institutions to ensure consistent delivery and visibility of course offerings.
Responding to inquiries from instructors, researchers, partner institutions, and internal stakeholders regarding program requirements, course offerings, and institutional processes.
Onboard instructors to the learning management system (LMS) and provide guidance on course setup, instructional tools, and digital teaching practices to support effective course delivery.
Organize and maintain LMS course environments to ensure course materials and instructional content are accessible and aligned with course delivery requirements.
Provide technical and instructional support related to learning technologies and technology-enabled teaching spaces.
Develop and maintain instructional resources including course templates, training materials, and instructor guidance/handbook.
Coordinate administration of course evaluations and assist instructors with evaluation processes and reporting requirements, ensuring evaluation data is collected and communicated appropriately.
Support research and curriculum development initiatives and collaborate with Program Chairs, faculty, and academic leadership to ensure compliance with academic standards and approval processes.
Maintain records of curricular changes and cyclical course reviews and update academic catalogue information to ensure accuracy of course offerings.
Support academic program assessment and quality assurance processes, including but not limited to compiling and analyzing program data and preparing reports.
Coordinate relationships with partner universities by serving as a primary point of contact for institutional representatives and academic partners across the network, interpreting and applying partnership agreements and academic policies to clarify roles, responsibilities and processes.
Support institutional membership processes including onboarding partner institutions, maintaining institutional records, and coordinating participation of member universities in network initiatives.
Plan and coordinate a variety of events and activities with internal staff and external partners such as conferences, seminars, and workshops.
Monitor and coordinate academic participation and identify opportunities to strengthen engagement across partner universities, including course delivery arrangements, instructor participation, institutional enrolment coordination, and collaborative initiatives.
Coordinate governance processes by organizing meetings, preparing agendas, compiling materials, and recording meeting minutes of advisory committees and academic working groups.
Maintain and track research agreements, partnership commitments, and related obligations in collaboration with university partners and internal stakeholders.
Coordinate planning and logistics for academic workshops, research events, and collaborative initiatives involving research chairs, academic partners, and institutional members.
Maintain financial records related to program operations, including expense claims, financial transfers between partner institutions, and financial reporting related to program activities.
Process instructor reimbursements and support financial administration related to instructor participation and program delivery.
Input financial and payroll information related to instructor payments and verify accuracy of payroll submissions in coordination with institutional finance processes.
Provide administrative and operational coordination support to the Manager and Program Director(s) by coordinating projects and initiatives and managing general office operations, including establishing priorities and ensuring administrative activities are completed in accordance with institutional policies and procedures
Prepare, format, edit, and proofread a variety of documents including correspondence, reports, procedure manuals, meeting materials, and program communications.
Monitor and order office supplies.
Source and obtain pricing information for office supplies and equipment.
Update and maintain confidential files and records.
Handle sensitive material in accordance with established policies.
Set up and maintain filing systems, both electronic and hard copy.
Assemble, copy, collate, and disseminate a variety of documents and materials
Classify, sort, and file correspondence, records, and other documents.
Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
Format, word process, edit, and proofread a variety of documents and materials.
Coordinate logistics and scheduling for meetings.
Knowledge of curriculum development and approval processes in a post-secondary environment
Analytical ability to interpret student progression and academic planning data, identify risks and operational impacts, and develop structured recommendations within a multi-institution academic environment
Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including Teams, Forms, Approvals, Adobe Sign, Docu Sign
Advanced knowledge of Microsoft Applications including Project, Outlook, Teams, To Do, and Planner, including scheduling appointments, meetings and events, setting reminders, creating tasks, scheduling recurring events and sharing calendars with others
Ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication
Advanced writing skills and ability to clearly and creatively draft content and articulate processes and communications in a diplomatic, cohesive, effective, and well-structured manner
Ability to synthesize accurate and precise minutes for university and faculty committees
Strong presentation skills demonstrated through presentations at conferences, seminars or workshops and the ability to articulate ideas clearly, confidently, and engagingly to diverse audiences
Advanced interpersonal, communication, organizational, and analytical skills
Proven ability to meet deadlines and work well with high volume, pressure, and changing priorities
Excellent attention to detail, accuracy and the ability to prioritize tasks
Proven ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact
Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty
Proven ability to take initiative and work both independently and participate collaboratively in a team environment
