Program Coordinator, Research Operations & Academic Partnerships

POSITION SUMMARY

The Vector Institute is seeking a Program Coordinator, Research Operations and Academic Partnerships to support the daily operations of programming related to AI workforce development, employer engagement, and early talent initiatives. Working within the Research Operations and Academic Partnerships (ROAP) team and reporting to the Manager, AI Talent Initiatives, Early Talent, this role will be responsible for the administration, execution, and coordination of various talent-related programming, as well as support for employers and researchers. This role is ideal for someone who is highly organized, detail-oriented, and motivated to work in a fast-paced, collaborative environment.

KEY RESPONSIBILITIES

• Support the successful operation of the Research Operations and Academic Partnerships (ROAP) team’s early talent and work-integrated learning (WIL) programs, including the Applied Internship Program, Research Internship Program, and IMPACT Mentorship Program, ensuring an excellent overall experience for participants;

• Coordinate program communications, organizational timelines, data collection, and reminders, where necessary;

• Coordinate the submission of funding reimbursements for Early Talent and WIL programs;

• Collect and organize data across multiple Vector work streams to support impact reporting;

• Coordinate logistics for related in-person gatherings (e.g., Community Day);

• Provide platform administration support for the IMPACT Mentorship Program;

• Administer weekly tasks relating to the successful operation of the Vector Digital Talent Hub [http://talenthub.vectorinstitute.ai/], including managing job postings and monitoring the status of job scrapers, escalating issues to a Data Analyst as needed;

• Communicate with employers regarding job postings and ensure an excellent employer experience;

• Maintain and approve candidate user profiles, including post-event mass uploads;

• Assist with employer onboarding, administration, and invoicing, including account creation requests and database access management;

• Serve as the primary point of contact for employer support inquiries, including password resets and troubleshooting access issues;

• Coordinate with the marketing and communications teams to amplify the reach and visibility of the Digital Talent Hub;

• Support the Manager, AI Talent Initiatives, Early Talent, with the successful execution of early talent events, such as the AI Summit and Career Fair;

• Collaborate with other members of the ROAP team to maximize the impact of talent programming, by integrating the Vector Digital Talent Hub and adopting recruitment best practices;

• Coordinate employer registrations for talent programming and act as the point of contact for employer inquiries and related communications;

• Ensure event logistics, scheduling, and communications are well-coordinated with internal and external stakeholders;

• Work closely with the Events and Marketing/Communications teams on planning and on-site event execution, ensuring a seamless experience for attendees;

• Post-event, prepare resume books and data reports for employers;

• Reply to talent-related inquiries through the general talent inbox;

• Support administrative tasks, including faculty meetings, executive support, and internal team meeting management; and,

• Other related duties as assigned from time to time.

KEY SUCCESS MEASURES

• Early Talent and Work Integrated Learning Programs (e.g., Applied Internship Program, Research Internship Program, IMPACT Mentorship Program) are well-supported, with efficient coordination of program communications, timelines, data collection, and logistics for in-person gatherings;

• The Vector Digital Talent Hub operates smoothly, with timely management of job postings, employer communications, user profile maintenance, and employer support inquiries;

• Early Talent Programming (e.g., the AI Summit and Career Fair) is effectively supported, with well-coordinated employer registrations, inquiries, event logistics, and post-event data reports;

• Administrative tasks are completed efficiently and accurately, including timely responses to talent-related inquiries, support for faculty meetings, and internal team meeting management; and,   

• Stakeholders (including employers, researchers, and program participants) express a high level of satisfaction with program support, event coordination, and overall engagement with the ROAP team.

PROFILE OF THE IDEAL CANDIDATE

• Holds an undergraduate degree in a related field such as business administration, communications, a STEM field, or other related field;

• Highly organized, with strong time management and multi-tasking skills, and motivated to work in a fast-paced environment with different stakeholders, including professional staff, students, and alumni, as well as academics and industry professionals;

• Action -oriented, with a demonstrated ability to take direction and turn it into actionable results;

• Possesses excellent verbal and written English communication skills;

• High level of proficiency with Google Suite or the Microsoft Suite of applications;

• Possesses a keen eye for detail and can perform data-intensive tasks with a high degree of accuracy;

• Creative and enjoys collaborating within a small entrepreneurial environment that is results-driven;

• Passionate about growing Canada’s global leadership in AI research;

• Possesses a positive attitude, integrity, a sense of humour and tact and brings positive energy and outlook to a not-for-profit corporate culture;

• Experience in event coordination, program administration, or employer engagement is considered an asset; and,

• Proficiency with Salesforce CRM, ClickUp, and advanced proficiency in Google Sheets is considered an asset.

TOTAL REWARDS: The expected salary for this position will be $51,500 - $59,740 per year, plus benefits if applicable. The final salary offer will reflect the successful candidate's experience, skills, and qualifications, in alignment with the Vector Institute's Compensation Policy and may differ from above.

The Vector Institute’s Total Rewards approach extends beyond traditional compensation and benefits. Full-time employees are eligible for a comprehensive suite of supports that recognize and value employees, including vacation time, floater days, GRRSP, a Health Spending Account, a Summer Hours program, and flexible work arrangements. 

POSITION STATUS: This posting is for an existing vacancy.

USE OF ARTIFICIAL INTELLIGENCE: Vector may use both internal and external third party AI-based tools to assist in the screening of applications for this posting. Any data collected will be used solely for recruitment purposes and handled in accordance with Vector’s External Privacy Policy [https://vectorinstitute.ai/wp-content/uploads/2024/04/External-Privacy-Policy.pdf] and Use of AI-Based Tools in Recruitment and Selection Policy [https://vectorinstitute.ai/wp-content/uploads/2026/01/Use-of-AI-Based-Tools-in-Recruitment-and-Selection-Policy-Website-version.docx.pdf]. 

INCLUSION AND EQUAL OPPORTUNITY EMPLOYMENT: Vector believes AI powers possibility by advancing cutting-edge research and translating it into real-world impact through collaboration with research, industry, and government. Vector is committed to fostering a diverse and inclusive culture that reflects its values.

The Vector Institute welcomes applications from all qualified candidates, including those who are Indigenous, 2SLGBTQIA+, racialized persons/visible minorities, women, and people with disabilities.

If you require an accommodation at any stage of the recruitment or selection process, please contact hr@vectorinstitute.ai. The Vector Institute team will be happy to work with you to ensure your experience is as inclusive and accessible as possible.

JOIN OUR COMMUNITY: Check out the Vector Institute’s Careers Page [https://vectorinstitute.ai/about/opportunities/open-positions-at-vector/] to explore open opportunities at Vector and Follow Vector on X [https://twitter.com/VectorInst], LinkedIn [https://ca.linkedin.com/company/vector-institute], and Bluesky [https://bsky.app/profile/vectorinstitute.ai] to stay connected with the latest developments in Ontario's AI ecosystem and the Vector Institute.