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Mitacs is a national not-for-profit that helps industry and non-profit partners solve strategic challenges by leveraging Canada’s world-class post-secondary talent and a global network of industry, academic, and government partnerships. Through these collaborations, Mitacs helps business and community partners succeed, improves students’ on-the-job skills development, and strengthens Canada’s world-class innovation ecosystem. At Mitacs, we strive to develop the next generation of innovators with vital research and business skills. In partnership with domestic and international companies, governments, and academia, we support a new economy using Canada’s most valuable resource – its people.

TMO Coordinator, Enterprise Transformation (One-year Contract)

Location: Vancouver – Hybrid

Reporting to the Director, Enterprise Transformation, and working closely with the Senior Advisor, Change Management, Program Manager, and Project Manager, the TMO Coordinator supports the Transformation Management Office (TMO) within the Mitacs Enterprise Transformation (MET) program. This hands-on, high-exposure role provides administrative, coordination, communication, reporting, and analytical support across change management, stakeholder engagement, training, and operational initiatives.

The ideal candidate is highly organized, proactive, detail-oriented, and results-driven, with the ability to manage multiple priorities in a fast-paced environment. Strong communication skills, PowerPoint proficiency, and experience managing multiple TMO calendars and mailboxes are essential.

Why This Role?

This is a temporary, one-year role that offers the opportunity to:

· Contribute directly to enterprise-wide transformation initiatives with high organizational impact

· Gain exposure to program-level governance and work closely with transformation and change leaders

· Build experience in coordination, change management, communications, reporting, and training support

· Develop strong problem-solving, organizational, and stakeholder engagement skills

Key Responsibilities

Coordination & Meeting Support

· Prepare pre-reads, agendas, meeting materials, and notes for meetings with leadership and stakeholders

· Create high-quality, concise, and visually polished PowerPoint presentations for Board, senior leadership, all-staff, and other forums

· Track initiative progress, support status reporting, and maintain organized documentation on SharePoint Online (SPO)

· Manage multiple TMO calendars and mailboxes, coordinating across stakeholders to ensure timely scheduling, follow-up, and seamless communication

· Provide backup support to the Executive Assistant, including calendar and mailbox management, office supplies, mail handling, and scanning/tracking cheques

· Coordinate logistics for transformation projects and offsites, including materials, travel arrangements, and support for the upcoming office move

Change Management, Communications & Insights

· Draft and edit internal communications, announcements, and updates

· Support change management and stakeholder engagement activities

· Assist in designing, testing, distributing, and reviewing surveys (e.g., Change Readiness Assessments) and summarize insights for leadership

· Monitor and update communication and engagement channels

Training, Documentation & Process Support

· Assist in preparing and reviewing SOPs, training materials, and reference guides

· Ensure materials are version-controlled, organized, and accessible

· Support staff education sessions and enablement activities

· Maintain and improve TMO/EPMO templates and processes

Reporting & Data Support

· Support data collection for change readiness, adoption and communications metrics, budget, and stakeholder feedback

· Prepare and analyze summaries and reporting materials for project teams and leadership, providing key insights to inform decision-making

· Support completion of RAID logs (Risks, Actions, Issues, Dependencies/Decisions) under the guidance of Program and/or Project Managers

Role requirements:

• Minimum 3 years of experience in a Coordinator, Operations Coordinator, Administrative Lead, Project Administrator, or similar role

• Degree or diploma in Business Administration, Communications, or a related field, or equivalent experience

• Experience supporting project and change management coordination, reporting, and training

• Advanced proficiency in Microsoft Excel, PowerPoint, SharePoint, and collaboration tools such as MS Forms and SurveyMonkey

• Demonstrated experience in coordination, reporting, communications, and light analysis

• Extremely organized, proactive, detail-oriented, and results-driven, with strong written and verbal communication skills

• Ability to manage multiple priorities and deliver results under pressure in a fast-paced environment

• Ability to work independently with minimal supervision

• Adaptable, solution-oriented, and able to learn quickly in a dynamic environment

• Experience managing multiple calendars and mailboxes within a TMO or similar environment

Nice to have:

• Certifications in Agile (CSM, PSM, SAFe) or Project Management (PMP, CAPM)

• Prosci Change Management Certification (ADKAR) or equivalent credential

• Experience within a Transformation Management Office (TMO) or Enterprise Project Management Office (EPMO)

• Understanding of project management and change management principles and frameworks

• Experience using Jira, Confluence, and Microsoft Planner for project tracking, collaboration, and documentation

• Familiarity with Power Platform tools (Power BI, Power Automate, Power Apps)

• Awareness of emerging technologies, including AI tools that enhance productivity and engagement

Hiring Range: $58,000 – $70,000

Hiring and Salary Range Transparency

Typically, employees are hired, transferred, or promoted within the salary range, specifically between the minimum and midpoint in the hiring range. The salary range refers to the range of base salaries for a given position, encompassing the minimum and maximum amounts. The midpoint of the range is positioned approximately halfway between the minimum and maximum, indicating a fully qualified employee with comprehensive job knowledge and experience for the role.

Only in rare and exceptional circumstances, where a candidate has the experience, skills, and expertise that far exceed those required for the position, would we consider paying above the hiring range for this role.

Equity, diversity, and inclusion (EDI) and decolonization are core values at Mitacs: Equity, Diversity, and Inclusion - Mitacs. We believe a diverse workforce comprised of individuals with different ideas, strengths, interests, and backgrounds (e.g., gender identities and expressions, Indigeneity, race, abilities, sexual orientation, and other identities) are crucial to our success. We welcome everyone to apply and encourage you to connect with us if you require accommodations during the recruitment process.