Project Coordinator - Limited Term

Tracking Code: req1751

Faculty/Department: School of Graduate and Postdoctoral Studies

Number of Positions: 1

Appointment Type: Limited Term

Hours of Work: hours per week

Salary Range: Level 7 - Starting Salary, Step 1 $68,930

Posting Date: October 6. 2025

Closing Date: October 10, 2025 (7:00 pm EST)

Job Summary:

The Project Coordinator role will support the academic and administrative functions related to the School of Graduate and Postdoctoral Studies (SGPS). This includes, but is not limited to, thesis coordination, postdoctoral fellows, graduate faculty appointments, graduate student service, and graduate student engagement. This role works with a team of like individuals and involves effective communication, data management, and coordination of various programs and events to enhance the graduate student experience.

Nature of work:
This position reports to the Manager, School of Graduate and Postdoctoral Studies.

Responsibilities/accountabilities:

Graduate Program Coordination

• Support SGPS with program development across Faculty to align with a laddering framework
• Track program development through the governance pathway
• Provide administrative support of program development with collection and packaging of documents, electronic filing, scheduling meetings and note taking

Graduate & Postdoctoral Engagement

• Assist with the coordination of graduate and postdoctoral fellows’ events
• Monitor and track event registrations using Mach Form, ensuring accurate and up-to-date participant records
• Participate in and provide on-site support at SGPS events and related institutional functions

Student Academic Support

• Support the collection and organization of probation contracts and research progress reports in coordination with students and academic units
• Upload and maintain student forms and documentation within the Banner system, ensuring data accuracy and confidentiality

Administration & Operation Support

• Provide administrative support to the SGPS team, ensuring efficient day-to-day operations
• Respond to general inquiries from students, faculty, staff, and external partners in a professional and timely manner
• Schedule meetings, prepare agendas, and attend meetings to take and distribute accurate meeting notes

Required Skills:

• Proficient in the use of MS Office applications such as MS PowerPoint, MS Excel, MS Word
• Excellent communication and interpersonal skills, diplomacy, and tact, professional and courteous
• Attention to details, strong in organization and time management
• Ability to work with integrity, independently and in team environment

Required Education:

• Completion of post-secondary diploma/degree of three academic years

• A combination of education and experience may be considered for this role

• Verification of Academic credentials may be required

Required Experience:

• 3-5 years’ related experience

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until October 10, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 10/27/2025

Expected End Date: 10/15/2026