Program and Administrative Coordinator

Date Posted: 02/24/2026
Req ID: 47046
Faculty/Division: VP & Provost
Department: Hart House
Campus: St. George (Downtown Toronto)
Position Number: 00058966
Existing Vacancy: No

About Us – Hart House:

Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and members of the broader community connect with each other and the world. Through an array of co-curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learning opportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

About Us – Warden’s Office:

The Warden’s Office drives the strategic direction of Hart House, ensuring responsible and responsive governance, creating and maintaining partnerships and collaborations, overseeing all of the business and program activities of the House, and representing Hart House to the broader University of Toronto community and beyond. We work within the Hart House Strategic Plan to drive activity around 5 core commitments:

1. Foster a climate of inclusivity and belonging in our spaces and programs
2. Encourage students to explore who they are and who they aspire to be through the arts, dialogue and wellness
3. Offer students rich experiential learning opportunities
4. Deepen student engagement with local and global communities and issues
5. Steward Hart House resources and relationships carefully and creatively to meet the challenges of today and the opportunities of tomorrow.

Your opportunity:

The Program and Administrative Coordinator plays a key role in advancing Hart House’s mission by supporting the planning, coordination, and delivery of inclusive, high-impact programs and initiatives. Reporting to the Warden of Hart House and/or designate, the incumbent works closely with colleagues across Hart House, particularly the Program Outreach and Dialogue teams, and the Alumni and Advancement and Strategic Initiatives areas. The incumbent will liaise with various campus partners in the University and external partners to ensure programs, events, and projects are delivered with excellence, care, and attention to detail.

This position is well suited to a highly organized and collaborative professional who brings a strong understanding of student life, community engagement, and the social, cultural, and identity-based issues that shape campus experiences. The successful incumbent will coordinate logistics, support cross-departmental initiatives (including partnerships beyond Hart House), and contribute to the continuous improvement of programs and services through thoughtful planning, communication, and evaluation. This role will be expected to contribute to house-wide Outreach initiatives, including Orientation and Program Outreach Special Events. In addition to regular meetings with the Warden’s Office team the incumbent will attend regular meetings of the Program Outreach and Dialogue and Expression teams.

The Program and Administrative Coordinator is expected to manage multiple priorities simultaneously, support event planning and delivery, develop and maintain program communications, and foster positive working relationships with students, staff, faculty, and community members. With strong written and verbal communication skills, the incumbent will serve as a key connector—translating ideas into action, supporting collaborative work, and ensuring programs reflect equity-minded and inclusive practices. Strong interpersonal skills and demonstrated experience working across diverse communities and organizational contexts are essential to success in this role.

Your responsibilities will include:

• Determining logistical details and activities for events and/or programming
• Implementing plans and process improvements for project activities
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Liaising with various stakeholders to foster collaboration
• Developing content for marketing and/or promotional materials
• Researching and analyzing processes, programs and services and recommending changes for improvement
• Ordering supplies within established limits

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent education and experience. Master's of Education degree is preferred.
• Minimum three years of recent and related experience in an experiential learning environment, with an emphasis on co-curricular project and program management, implementation, and assessment, preferably within a post-secondary environment or the non-profit sector.
• Experience with assessment (e.g., surveys, data analysis and summarization) and program evaluation required.
• Knowledge and experience with scholarly work, programs, initiatives related to equity, diversity and inclusion.
• Knowledge and experience supervising, engaging and mentoring casual and student staff.
• Experience working with community partners.
• Project management experience required.
• Proficiency with MS Office, including Outlook, Word, Excel and PowerPoint, and CoPilot; project management software (e.g., Asana); design software and programs (e.g., Canva); and other digital platforms.
• Demonstrated ability to work effectively in a highly diverse University community and to organize, motivate and work constructively and cooperatively with a variety of campus and community groups.
• Excellent planning and project management skills.
• Excellent oral and written communication, leadership, organizational and interpersonal skills.
• Ability to exercise initiative, creativity and attention to detail.
• Ability to exercise patience and to demonstrate tact, judgment and discretion.
• Ability to work both independently and collaboratively within a team environment in a busy, deadline-oriented workplace.

Assets (Nonessential):

• Awareness of campus systems and organizations, and the University's policies and procedures as they relate to student life strongly preferred.

To be successful in this role you will be:

• Adaptable
• Meticulous
• Proactive
• Resourceful
• Self-directed
• Team player

Notes:

• This role may be eligible for an Alternative Work Arrangement in accordance with the University of Toronto’s Alternative Work Arrangements Guideline.
• Hours of work: Monday through Friday from 8:45 AM to 5:00 PM, with occasional overtime on weekdays and weekends.
• Artificial intelligence (AI) may be used by the University in the recruitment process.

Closing Date: 03/04/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time. Hours of work: Monday through Friday from 8:45 AM to 5:00 PM, with occasional overtime on weekdays and weekends.
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

A job description is available upon request.