Program Coordinator

University Health Network • Toronto, ON

9d • CA$38 • Hybrid

About The Position

The GEM Centre Program Coordinator supports the strategic, operational, and financial activities of the Centre for Global Equity in Emergency Medicine (GEM Centre). Working closely with the Executive Director, faculty leads, staff, trainees, and external partners, they will be responsible for coordinating multiple portfolios including research, education, global health, health equity, and community-engaged initiatives. The role provides operational leadership across project management, financial administration, grant administration, communications, reporting, and strategic planning activities to support the sustainability and growth of the GEM Centre.

Requirements

• Bachelor's degree in Health Sciences, Public Health, Health Administration, Business Administration, Education, Global Health, Project Management, or related discipline.
• Minimum 3–5 years of progressively responsible experience in program coordination, project management, operations, research administration, or healthcare administration.
• Experience managing multiple concurrent projects with competing timelines and stakeholders.
• Experience supporting complex initiatives within academic, healthcare, research, community-based, or non-profit environments.
• Experience coordinating budgets, financial reporting, expense management, and resource allocation.
• Experience preparing reports, briefing notes, funding applications, or other professional written materials.
• Financial Administration: Experience managing budgets for research projects or programs, preferably multiple budgets at the same time (e.g. grants, donations).
• Grant & Writing Support: Experience assisting with grant applications, drafting funding proposals, or writing program reports.
• Digital & Communication Tools: Familiarity with website content management systems (e.g., WordPress) and managing professional social media channels (Instagram, LinkedIn) to drive engagement.
• Autonomy & Organization: Strong organizational skills with the ability to manage competing priorities across multiple distinct portfolios (e.g., balancing student matching with international trip logistics).
• Communication Skills: Exceptional written and verbal communication skills.
• Stakeholder Engagement: Demonstrated ability to build relationships with faculty, clinicians, researchers, learners, community partners, funders, and external stakeholders. Ability to work effectively across interdisciplinary and cross-sector environments.
• Equity, Diversity, Inclusion, Accessibility: Demonstrated commitment to advancing equity, diversity, inclusion, accessibility, social accountability, and meaningful community engagement within healthcare, education, research, or community-based settings.

Nice To Haves

• Master's degree in a relevant field (e.g., Public Health, Health Administration, Global Health, Education, Public Policy, Business Administration).
• Formal training or certification in project management (e.g., PMP, CAPM, Lean, Agile, Prosci Change Management).
• Formal training or certification that would support financial administration.
• Experience working within UHN, University of Toronto, or another academic health sciences centre.
• Experience supporting research, educational, global health, or community-engaged initiatives.
• Experience coordinating grants, contracts, or multi-partner collaborations.
• Experience supporting governance structures, advisory committees, or boards.

Responsibilities

• Coordinate operational activities across GEM Centre initiatives including the GEM Lab, GEM Education Hub, TAAAC-EM, Health Equity initiatives, community-engaged programs, fellowships, and special projects.
• Develop and maintain project plans, timelines, workplans, tracking systems, and standard operating procedures.
• Monitor project deliverables, milestones, reporting requirements, and contractual obligations across multiple grants and initiatives.
• Coordinate meetings, agendas, minutes, action items, and follow-up activities for committees, working groups, and project teams.
• Support onboarding and orientation of staff, trainees, fellows, students, and collaborators.
• Maintain organizational records, agreements, policies, and project documentation.
• Identify operational challenges and recommend process improvements to enhance efficiency and effectiveness.
• Support implementation and evaluation of program goals, performance indicators, and strategic priorities.
• Coordinate the administration of finances across grants, donations, departmental funds, educational programs, and special projects.
• Process payment requisitions, invoices, expense reimbursements, honoraria, and financial transfers in accordance with the policies of UHN, University of Toronto, and other relevant external organizations.
• Monitor budgets and expenditures and maintain accurate financial tracking systems.
• Assist with budget development, forecasting, reconciliation, and financial reporting activities.
• Track project spending against approved budgets and identify potential variances or risks.
• Prepare financial summaries and reports for project leads, funders, and organizational leadership.
• Liaise with UHN Finance, University of Toronto administrative units, foundations, and external partners as required.
• Support implementation of systems and processes that strengthen financial stewardship and organizational sustainability.
• Prepare monthly budget reports for Executive Director and annual budget reports for the GEM Centre Board of Directors.
• Coordinate activities within the GEM Lab and GEM Education Hub.
• Support implementation of research, educational, quality improvement, and community-engaged scholarship projects.
• Coordinate trainee, fellow, resident, student, and visiting scholar onboarding, orientation, and project placement.
• Support administration of local and international fellowship programs.
• Coordinate educational programming, workshops, seminars, community of practice events, and special educational initiatives.
• Maintain trainee records, project assignments, and program documentation.
• Support faculty leads in coordinating educational and research activities across multiple sites and partner organizations.
• Assist with ethics, reporting, and administrative requirements related to research and evaluation projects where applicable.
• Support development and submission of grant applications, funding proposals, and partnership initiatives.
• Coordinate reporting requirements for funded projects and funding agencies.
• Maintain funding opportunity trackers and support identification of relevant funding opportunities.
• Assist with preparation of briefing notes, impact reports, presentations, and supporting documentation.
• Support philanthropic initiatives, donor stewardship activities, and partnership development efforts.
• Coordinate communications and reporting with community organizations, healthcare partners, academic institutions, and funders.
• Contribute to initiatives that strengthen organizational sustainability and diversify revenue sources.
• Support development of business cases, strategic initiatives, and new program opportunities.
• Maintain and update the GEM Centre website and digital platforms.
• Coordinate social media activities and content development.
• Support preparation of newsletters, annual reports, promotional materials, and knowledge mobilization products.
• Coordinate communication with faculty, trainees, community partners, funders, and external stakeholders.
• Assist with planning and promotion of events, workshops, conferences, and public engagement activities.
• Support dissemination of research, educational, and programmatic outputs.

Benefits

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level