TMO Coordinator, Enterprise Transformation (One-year Contract)

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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 Canadas 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 Canadas world-class innovation ecosystem. At Mitacs we strive to develop the next generation of innovators with vital research and business partnership with domestic and international companies governments and academia we support a new economy using Canadas most valuable resource its people.

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

As required by Canadian law all employees must be legally entitled to work in Canada throughout their employment with Mitacs.

Reporting to the Director Enterprise Transformation and working closely with the Senior Advisor Change Management Program Manager and Project Manager the TMO Coordinator supports the Transformation Management Office (TMO) within the Mitacs Enterprise Transformation (MET) program. This hands-on high-exposure role provides administrative coordination communication reporting and analytical support across change management stakeholder engagement training and operational initiatives.

The ideal candidate is highly organized proactive detail-oriented and results-driven with the ability to manage multiple priorities in a fast-paced environment. Strong communication skills PowerPoint proficiency and experience managing multiple TMO calendars and mailboxes are essential.

Why This Role

This is a temporary one-year role that 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 and change leaders
• Build experience in coordination change management communications reporting and training support
• Develop strong problem-solving organizational and stakeholder engagement skills

Key Responsibilities

Coordination & Meeting Support

• Prepare pre-reads agendas meeting materials and notes for meetings with leadership and stakeholders
• Create high-quality concise and visually polished PowerPoint presentations for Board senior leadership all-staff and other forums
• Track initiative progress support status reporting and maintain organized documentation on SharePoint Online (SPO)
• Manage multiple TMO calendars and mailboxes coordinating across stakeholders to ensure timely scheduling follow-up and seamless communication
• Provide backup support to the Executive Assistant including calendar and mailbox management office supplies mail handling and scanning/tracking cheques
• Coordinate logistics for transformation projects and offsites including materials travel arrangements and support for the upcoming office move

Change Management Communications & Insights

• Draft and edit internal communications announcements and updates
• Support change management and stakeholder engagement activities
• Assist in designing testing distributing and reviewing surveys (e.g. Change Readiness Assessments) and summarize insights for leadership
• Monitor and update communication and engagement channels

Training Documentation & Process Support

• Assist in preparing and reviewing SOPs training materials and reference guides
• Ensure materials are version-controlled organized and accessible
• Support staff education sessions and enablement activities
• Maintain and improve TMO/EPMO templates and processes

Reporting & Data Support

• Support data collection for change readiness adoption and communications metrics budget and stakeholder feedback
• Prepare and analyze summaries and reporting materials for project teams and leadership providing key insights to inform decision-making
• Support completion of RAID logs (Risks Actions Issues Dependencies/Decisions) under the guidance of Program and/or Project Managers

Role requirements:

• Minimum 3 years of experience in a Coordinator Operations Coordinator Administrative Lead Project Administrator or similar role
• Degree or diploma in Business Administration Communications or a related field or equivalent experience
• Experience supporting project and change management coordination reporting and training
• Advanced proficiency in Microsoft Excel PowerPoint SharePoint and collaboration tools such as MS Forms and SurveyMonkey
• Demonstrated experience in coordination reporting communications and light analysis
• Extremely organized proactive detail-oriented and results-driven with strong written and verbal communication skills
• Ability to manage multiple priorities and deliver results under pressure in a fast-paced environment
• Ability to work independently with minimal supervision
• Adaptable solution-oriented and able to learn quickly in a dynamic environment
• Experience managing multiple calendars and mailboxes within a TMO or similar environment

Nice to have:

• Certifications in Agile (CSM PSM SAFe) or Project Management (PMP CAPM)
• Prosci Change Management Certification (ADKAR) or equivalent credential
• Experience within a Transformation Management Office (TMO) or Enterprise Project Management Office (EPMO)
• Understanding of project management and change management principles and frameworks
• Experience using Jira Confluence and Microsoft Planner for project tracking collaboration and documentation
• Familiarity with Power Platform tools (Power BI Power Automate Power Apps)
• Awareness of emerging technologies including AI tools that enhance productivity and engagement

Hiring Range: $58000 $70000

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.

Required Experience:

IC