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Project Coordinator

June 6 2021
Industries Education, Training
Categories Project Management, Business Analysis, Engineering, Pharma, Biotech, Sciences, R&D, Engineering, R&D, Scientific, Project, Project management, Planning, Research & development
Waterloo, ON


Term: 1 year

The Project Coordinator position is responsible for providing project management and research administration services to the leadership of TQT (Transformative Quantum Technologies), a $144 M research program with multiple partners and a wide range of stakeholders. Responsibilities include planning, development, implementation and the provision of management oversight of research projects and related reporting and knowledge translation activities as specified in research contracts or sponsor guidelines/requirements. The Project Coordinator will integrate knowledge from the TQT community and lead assigned projects and initiatives that will increase the impact and sustainability of the TQT program.

This role is contingent on funding.


Work closely with TQT leadership (PI and Program Director) to assist in ongoing management, implementation and reporting/accountability requirements of the PIs grants/contracts/awards

  • Lead assigned projects and initiatives to enable greater capacity and effectiveness of the TQT program. This may include managing project scope and ensuring the most effective use of resources
  • Organize and/or co-chair meetings, bring clarity and focus to the discussion, and drive follow-up actions
  • Provides leadership with regular status updates to support decision-making
  • Understand and adhere to university policies and procedures as they relate to research grants and contracts, financial management, procurement services and human resources
  • Develop in-depth understanding of the specific accountabilities associated with the research grant/contract for which project management is being provided, and ensure these accountabilities are met
  • Provide general problem-solving and oversight with respect to budgetary allocations, submission of deliverables and progress reports, correspondence with external sponsors to ensure effective performance monitoring of the specific research project(s)Maintain project schedules and any related documentation
  • Work with PI and Program Director to attract additional sponsors of the ongoing research program

Undertake specific communication/dissemination requirements for the project, as assigned by the PI and/or Program Director, for example

  • Lead the development of assigned communication materials
  • Web-site development and maintenance
  • Reports
  • Stakeholder/partner workshops
  • Teleconferences/webinars
  • Coordinating with IQC and UW communications for press releases
  • Meeting agendas and meeting minutes
  • Ensure high-quality deliverables by preparing accurate effective project reports

Assist in developing a sustainability plan for the project

  • Identify potential new funding sources
  • Help develop grant applications and support the application process
  • Synthesize knowledge, and take needs of TQT community (internal and external stakeholders) and connect them with capacities of faculty and research at the University of Waterloo
  • Coordinate project team to identify additional partners or enhance collaboration with existing partners
  • Build internal integrated planning procedures and project manager capacity by supporting and educating stakeholders on best practices


  • Completion of an undergraduate degree, and either a research graduate degree or equivalent related experience which provides strong knowledge of research environment (math/science/engineering)
  • 2 to 4 years of progressively responsible experience in project management and/or administration
  • Demonstrated experience with budget development
  • Demonstrated experience with professional communications, including technical writing
  • Demonstrated initiative and follow-through, displaying intra/entrepreneurial drive
  • Demonstrated ability to manage multiple concurrent projects with different groups, lead meetings effectively with internal and external stakeholders, take a proactive approach in service delivery, and communicate effectively with faculty, staff, senior university administrators, and external partners from a variety of disciplines
  • Ability to synthesize a wide range of science and technical literature
  • Exceptional communication (oral and written), interpersonal, relationship building, customer service, negotiation, consultation, presentation, analytical, leadership and organizational skills
  • Strong proficiency with a variety of computer software applications including word processing, spreadsheet, database management and web design software is required
  • Ability to facilitate the resolution of conflicts that could arise related to resource, budget and scheduling limitations

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 35935. network