Project Coordinator, Enterprise Transformation

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Do you thrive in an entrepreneurial environment and enjoy working in a team atmosphere? Are you an “outside the box” thinker who strives to implement continuous improvements? Do you take a strategic approach to your work? Do you enjoy a fast-paced culture where your opinions are valued and respected? Do you enjoy building partnerships to solve mutually beneficial challenges?

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.

To get a better understanding of Mitacs and read more about our values, please visit our website.

Project Coordinator, Enterprise Transformation (One-year contract)

Reporting to the Director, Enterprise Transformation, and working closely with the Program Manager and Project Manager, the Project Coordinator plays a role in supporting the planning, execution, and monitoring of initiatives within the Transformation Management Office (TMO)/Enterprise Project Management Office (EPMO).

This role focuses on project coordination, administrative support, data entry, and opportunities to contribute to data analysis and continuous improvement. The position ensures alignment across projects, supports governance, and helps maintain visibility on key milestones, dependencies, and risks to enable successful Mitacs Enterprise Transformation (MET) program delivery.

Why This Role?

This is a full-time temporary, one-year role 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 leaders.
• Build valuable project management and change management experience in a dynamic environment.
• Develop problem-solving, creative thinking, and stakeholder influence skills in a fast-paced setting.

Key Responsibilities

Project Coordination & Administrative Support

• Support Program and Project Managers in the execution and delivery of projects.
• Coordinate project planning, scheduling, and tracking of activities, resources, and deliverables across MET programs.
• Monitor dependencies, milestones, and key deliverables; escalate risks and issues when needed.
• Organize and facilitate project meetings, prepare agendas, document decisions, and follow up on action items.
• Support budget management by maintaining budget trackers, inputting data, tracking invoices, and preparing reports.

Data, Reporting, and Insights

• Collect, analyze, and interpret project and program data to identify trends, risks, and opportunities.
• Prepare portfolio-level dashboards and reports to provide clear visibility on project performance and resource allocation.
• Support capacity planning by monitoring workload across projects and providing recommendations for optimization.

Risk, Issues, and Governance

• Maintain and update RAID logs (Risks, Actions, Issues, Dependencies/Decisions) and ensure alignment with corporate Enterprise Risk Management (ERM) standards.
• Track project risks and issues, document mitigation strategies, and escalate to Project or Program Managers as needed.
• Ensure compliance with TMO/EPMO governance standards and processes.

Process Improvement and Methodology

• Contribute to refining and maintaining TMO/EPMO project management frameworks and methodologies.
• Identify opportunities to streamline processes and enhance delivery practices.
• Support the portfolio intake process and ensure compliance with governance standards.

Stakeholder Communication

• Prepare presentations, reports, communications, and updates for Program Manager, Project Manager, Director, Sponsors, and other stakeholders.
• Facilitate effective communication across the portfolio, supporting change management and engagement activities.
• Ensure all project documentation is complete, organized, and audit-ready.

Role requirements

• Minimum 3 years of experience as a Project Coordinator, Project Administrator, Project Analyst, Project Manager, or similar role.
• Certified Project Management Professional (PMP), Certified Associate in Project Management (CAPM), or equivalent.
• Degree or diploma in Business Administration, IT, or a related field, or equivalent experience.
• Strong understanding of project management processes, methodologies, and frameworks.
• Proficiency with Project Portfolio Management (PPM) tools (e.g., Microsoft Project, Aha, Smartsheet Control Centre, Jira, Asana, or Monday.com).
• Advanced skills in MS Excel, PowerPoint, and SharePoint.
• Experience in creating and maintaining process documentation.
• Ability to work effectively in a changing environment, manage competing priorities, and adjust plans as needed.
• Strong organizational, communication, and stakeholder engagement skills.
• Facilitation skills, and comfortable presenting to groups and educating staff on new concepts and processes.

Nice to have:

• Formal training or certifications in Agile (CSM, PSM, SAFe, PMI-ACP, ICP, DASM).
• Experience working within a project-orientated department (e.g. TMO or EPMO).
• Experience with Power platform tools (e.g. Power BI, Power Apps, or Power Automate.)
• Understanding of resource management and capacity planning practices.
• Familiarity with AI tools and emerging technologies.
• Knowledge of change planning and change management work.

Hiring Range: $64,640 - $76,760

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.