Job ID

73563

Job Title

Academic Program Co-ordinator

Regular/Temporary

Regular

Location

Central Campus

Open Date

12/22/2025

Job Type

Continuing

Close Date

01/16/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

ENG-IBEHS Biomed Eng&Hlth Sci

Full/Part Time

Full-Time

Salary Grade/Band

Grade 8

Salary Range

$28.90 - $43.51 (hourly)

Existing Vacancy

Yes - Newly Created Position

Hours per Week

35

Target Number of Openings

1

Job Code

JD1651

Posting Details

Schedule

Monday-Friday, 8:30am-4:30pm

Education Level

Bachelor's degree in a related field

Career Level

Requires a minimum of 3 years of relevant experience

Anticipated Start Date

February 16, 2026 (tentative)

Job Description

Academic Program Coordinator

Integrated Biomedical Engineering & Health Sciences

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

About The Faculties:

Consistently ranked among the top engineering schools in Canada and internationally, McMaster’s Faculty of Engineering is known for its leadership in innovation, research, and experiential learning. With a strong emphasis on hands-on, project-based education, the Faculty prepares future-ready engineers through one of the country’s largest co-op programs, world-class research opportunities, and a vibrant student community with over 70 clubs and teams.

The Faculty of Health Sciences (FHS), the largest Faculty within McMaster, is unique as the only Canadian university that combines in one Faculty, schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, Honours Health Sciences, physician assistant and postgraduate health sciences education within one faculty. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster and the Faculty among the top 50 universities in the world for health and medicine. Those who join FHS will find a community of 5,400 talented individuals who are inspired by the faculty’s commitment to our values of interprofessional collaboration, commitment to our communities, accountability, innovation, excellence, integrity, respect, and optimism.

The Integrated Biomedical Engineering & Health Sciences (iBioMed) program at McMaster University is an innovative, interdisciplinary undergraduate program that integrates engineering, health sciences, and entrepreneurship to address complex healthcare challenges. Designed as a first-of-its-kind program in Canada, iBioMed emphasizes experiential, project-based learning and collaboration across disciplines.

Students begin with a common first-year curriculum that combines foundational concepts from engineering and health sciences, before progressing into specialized pathways leading to either a Bachelor of Engineering (Biomedical Engineering with multiple engineering discipline options) or an Honours Bachelor of Health Sciences degree. Throughout the program, students engage in hands-on design projects, teamwork, problem-solving, and real-world applications, often working with industry, research, and clinical partners.

The program is known for its strong focus on innovation, professional skill development, and applied learning, preparing graduates for careers in biomedical engineering, health technology, research, entrepreneurship, or further professional and graduate studies.

About the Position:

The program is seeking applicants for an Academic Program Co-ordinator. This position serves as a central integrator within the iBioMed program, providing strategic operational support in a complex, interdisciplinary academic environment. The role supports program sustainability and growth by enabling informed planning, effective governance, and seamless coordination across Engineering, Health Sciences, and institutional partners. Working closely with the program leadership team, the Co-ordinator manages sensitive academic and operational information, contributes to data-driven decision-making, and ensures the program’s academic, accreditation, and student experience objectives are achieved through well-designed systems, processes, and partnerships.

Job Summary:

Responsible for developing, planning, and maintaining the efficient operations of interdisciplinary education programs, which includes coordinating all aspects of the programs such as curriculum administration, accreditation, quality assurance processes, promotion, recruitment, resource, and financial management, in collaboration with the Faculty of Engineering, Faculty of Health Science, Faculty of Science and the Manager. Implements and maintains efficient administrative operations, supports strategic operational decision making under the direction of the Manager. Plans and coordinates a variety of academic program or department events and activities and is also accountable for scheduling Teaching Assistants (TAs) and Instructional Assistant Interns (IAIs) to support Instructors in their ongoing instructional activities. Liaises with instructors, TAs, IAIs, and students to ensure that all parties are accurately informed of relevant course activities in accordance with established policies, procedures, and calendar of events. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.

Key Purpose and Functions:

• Act as a first point of contact, mediator, and liaison between students and the various individuals and offices within and external to the program office, including, but not limited to, special accommodations, Religious, Indigenous and Spiritual Observances (RISO) requests, absences, scheduling conflicts, and grades.
• Communicates with relevant individuals and offices within and outside the program to ensure students receive accurate guidance and are directed (as applicable) to appropriate supports.
• Provide faculty, staff and current or prospective students with information regarding program policies, exams, timetables, and information about program requirements. Ensure understanding of course and program selections, and adhere to established academic, prerequisite, and graduation requirements.
• Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum
• Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
• In collaboration with the Manager or Co-Director, participate in strategic and operational decision-making, supporting program growth plans, developing proposals aligned with teaching, operational, and financial priorities, student advising and engagement plans
• Collect, analyze, assess, and summarize information relevant to decision making processes and develop recommendations for final approval and implementation by the Manager or Co-Directors.
• Identifying and analyzing problems with the program and preparing recommendations for review and approval by the program Director.
• Support the Instructional Quality Assurance Process (IQAP) and Canadian Engineering Accreditation Board (CEAB) review processes, including the annual Graduate Attribute data collection and reporting.
• Represent the program on faculty and university committees, including CEAB committees; advise and collaborate with stakeholders, student groups, and other departments.
• Assist in accreditation, program reviews, and quality assurance processes; coordinate data collection, document preparation, stakeholder communication, and site visit support.
• Assess program staffing and resource needs, oversees the recruitment, scheduling and training aspects for the program, including, but not limited to Teaching Assistants, IAIs, Work Study employees, and Student Volunteers (Ambassadors).
• Coordinates marketing, application processes, recruitment, and training sessions/workshops for the various programs.
• Administer curriculum planning and course management processes, including, but not limited to, calendar preparation, course scheduling, enrolment management, course permissions, conflict resolution, waitlists, and overload requests.
• Complete research ethics board applications and other related proposals for review by senior staff.
• Coordinates learner clearance requirements with multiple clinical placement sites to enable student registration and enrolment in affected courses, validates all required health screenings and records.
• Research and solicit external involvement in program activities including but not limited to projects or guest speaking engagement.
• Assist in developing and managing TA budgets including TA and IAI allocation, operational budgets for student events, and financial forecasting; review and approve expenses in alignment with program needs.
• Complete financial transactions such as travel expense reports, vouchers, electronic cheque requisitions, purchase orders, journal entries, honorarium payments, P-Card reconciliations etc.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices.
• Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
• Develops and updates administrative documents, such as student advisement materials, acceptance letters, policies, procedures, and curriculum change communications, and ensures students are informed of program impacts and available options
• Organize and monitor the on-line learning environment for courses in an academic unit, department, or faculty by ensuring that the appropriate course content information is made available to students.
• Inform faculty of established procedures for exam preparation and grade submissions.
• Validates and enters grades on behalf of Research Project/Thesis/Capstone Supervisors.
• Ensure that proper procedures are followed and deadlines are adhered to.
• Exchange information with instructors and arrange for their involvement in the provision and monitoring of accommodated examinations.
• Coordinate, schedule and administer student test and exam accommodations and support services. Resolve scheduling conflicts, as well as invigilate accommodated students. Calculate allocation of extra time required for students to complete academic requirements.
• Administer and collate course evaluations and the creation, monitoring and collation of entrance and exit surveys.
• Notify students and instructors of test and exam bookings.
• Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
• Coordinate the course calendars of mentors, clients, and clinical preceptors; resolve scheduling conflicts.
• Facilitate meetings with, including but not limited to, senior leadership, program stakeholders and student groups.
• Work with the Manager to develop and forecast the TA assignments for review and approval. Create projections and adjust the TA assignments throughout the academic year. Ensure that financial accounts and reports are completed and managed competently and efficiently.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Set up, update, and maintain electronic and hard copy filing systems, confidential files, databases, and records; ensure data accuracy and compliance with established procedures.
• Create, update, and maintain communications materials across print, digital, and social media channels; manage website and online learning content to ensure accessibility and relevance for students.
• Write a variety of documents including, but not limited to procedure manuals, correspondence, informational material and reports for internal and external use.
• Plan and coordinate arrangements for a variety of program activities and events including the recruitment, selection and training of student volunteers.
• Provide administrative guidance, advice, and solutions to TAs when resolving student inquiries.
• Provide TAs with appropriate teaching material as specified by the instructor.
• Track additional hours worked by TAs and provide information to administrator to process payments, including assisting in completing the Hours of Work forms.
• Assist with the sectioning of classes at the beginning of the year, dealing with all scheduling changes, room reservations, and scheduling conflicts.
• Maintain and update class lists for lectures, labs, and tutorials. Ensures that all student sectioning changes are recorded and reflected on the web.
• Alert instructors of reported or suspected academic dishonesty.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• Order and maintain inventory of materials such as textbooks, software, and support materials for design projects.
• Maintain inventory of equipment, supplies, and furniture in the office, labs, and classrooms

Supervision

• Responsible for supervising up to 9 casual employees (at any one time).
• Provide direction to others in how to carry out work tasks.
• Ensures adherence to quality standards and procedures for short-term staff and volunteers

Qualifications

• Bachelor's degree in a related field.
• Requires a minimum of 3 years of relevant experience.

Additional Information:

The Academic Program Co-ordinator must be highly organized, detail-oriented, and capable of managing multiple priorities with strong problem-solving and systems-thinking skills. A thorough understanding of university academic policies, procedures, and regulations is required.

Proficiency in computer applications, including Mosaic (PeopleSoft), databases, spreadsheets, word processing, and web platforms, is essential, with experience in tools such as MS365 (SharePoint, Forms, OneDrive, Outlook, Word, Excel), Avenue to Learn, and WordPress considered an asset. Experience in undergraduate curricular planning, student engagement and recruitment, and academic office operations is highly desirable.

The role requires excellent oral and written communication skills, the ability to work independently and collaboratively, resiliency, and the capacity to perform under pressure.

The position requires majority onsite presence and a willingness to work evenings, weekends, and travel as needed for recruitment and outreach activities.

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:

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.