Program Coordinator

  • Location:

    3rd Floor, Li Ka Shing Learning Center

  • Category:

    Administrative Assistant

  • Type:


  • Pay Rate:


  • Contact:

    Lisa Taguchi

  • ID:


  • Published:

    3 months ago

  • Expiry date:


  • Start Date:

    6 months from start date

  • Consultant:


% of Time Recommended


Examples Recommended


Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

  1. Triage general questions from external sources and identify and alert the appropriate Dean’s Office team member.


Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

  1. Develop and deliver administrative and programmatic support for summits/workshops/seminars.
  3. Administer the planning and execution of various executive and steering committee meetings (and others as needed). Preparing and planning responsibilities include:
    • Draft all email communication, agendas, meeting purpose, and pre-read materials to committees based on planning meetings
  • Invite and confirm appropriate speakers
  • Prepare slides and compiles presentations
  • Organize logistics (room setup, catering, materials prep)
  • Follow up with owners of projects/tasks to ensure assignments are complete in timely manner
  • Update worklists/ task plan prior to each meeting
  • Request and compile monthly data dashboard information
  • Record minutes and meeting summary
  • Develop and maintain project plans
  • Develop and administer surveys/questionnaires used to collect feedback


  • Generate and maintain a database of projects for the Dean’s Office

Draft briefs and communications for senior level executives and faculty

  • Leads projects and initiatives across the Strategy, Communications, Events, and Operations teams including those that involve collaborations with the university, industry, the hospitals, and School of Medicine departments.

    Independently staffs Dean’s office committees and meetings.


Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

Conduct background research for a particular project.


Assist in administering the major awards process for the Vice Dean.


Independently develop and manage project/initiative scopes and objectives with complex moving parts and dependencies

Develop detailed project plans with timelines, benchmarks, and deliverables. Responsible for meeting those deadlines and driving projects forward ensuring that all projects are delivered on-time and within scope

Independently monitors projects/initiatives against deliverable timelines. Anticipates potential delays and identify and proactively researches solutions. Report and escalate to management as needed.


Manages and executes several projects simultaneously and is able to make decisions on project prioritization. Decides appropriate checkpoints to present updates to managers


Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

  1. Act as point of contact for scheduling and calendar maintenance for faculty and staff.
  3. Coordinate travel and reimbursement details for visitors and events.


Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

  • Regularly organize and review reimbursement submissions in an expedited and thorough manner, to include basic budget preparation and maintenance of databases and expenditures for multiple projects from multiple funding sources.


Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.



May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.



Maintain approved content on websites.

  • Develop and maintain websites for events and dean’s office activities (e.g. Integrated Strategic Plan website).


May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.



May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.