Job Description

POSITION SUMMARY

The Vector Institute is seeking a Program Coordinator, Research Operations and Academic Partnerships to support the daily operations of programming related to AI workforce development, employer engagement, and early talent initiatives. Working within the Research Operations and Academic Partnerships (ROAP) team and reporting to the Manager, AI Talent Initiatives, Early Talent, this role will be responsible for the administration, execution, and coordination of various talent-related programming, as well as support for employers and researchers. This role is ideal for someone who is highly organized, detail-oriented, and motivated to work in a fast-paced, collaborative environment.

KEY RESPONSIBILITIES

Early Talent and Work-Integrated Learning (WIL) Programs (40%)

• Support the successful operation of the Research Operations and Academic Partnerships (ROAP) team’s early talent and work-integrated learning (WIL) programs. These include the Applied Internship Program, Research Internship Program, and IMPACT Mentorship Program, ensuring an excellent overall experience for participants.
• Coordinate program communications, organizational timelines, data collection, and reminders, where necessary.
• Coordinate the submission of funding reimbursements for Early Talent and WIL programs.
• Collect data across multiple Vector work streams to support impact reporting.
• Coordinate logistics for related in-person gatherings e.g., Intern Demo Days and Intern Social events.
• Provide platform administration support for the IMPACT Mentorship Program.

The Vector Digital Talent Hub (30%)

• Administer weekly tasks relating to the successful operation of the Vector Digital Talent Hub, including managing job postings and monitoring the status of job scrapers, escalating issues to a Data Analyst as needed.
• Communicate with employers regarding job postings and ensure an excellent employer experience.
• Maintain and approve candidate user profiles, including post-event mass uploads.
• Assist with employer onboarding, administration, and invoicing, including account creation requests and database access management.
• Serve as the primary point of contact for employer support inquiries, including password resets and troubleshooting access issues.
• Coordinate with the marketing and communications teams to amplify the reach and visibility of the Digital Talent Hub.

Early Talent Programming (15%)

• Support the Manager, AI Talent Initiatives, Early Talent, with the successful execution of early talent events. Primary events include the AI Summit and Career Fair and Early Careers showcase.
• Collaborate with other members of the ROAP team to maximize the impact of talent programming, by integrating the Vector Digital Talent Hub and adopting recruitment best practices.
• Coordinate employer registrations for talent programming and act as the point of contact for employer inquiries and related communications.
• Ensure event logistics, scheduling, and communications are well-coordinated with internal and external stakeholders.
• Work closely with the Events and Marketing/Communications teams on planning and on-site event execution, ensuring a seamless experience for attendees.
• Post-event, prepare resume books and data reports for employers.

Administrative Support (10%)

• Reply to talent-related inquiries through the general talent inbox.
• Support administrative tasks, including faculty meetings, executive support and internal team meeting management.

Other (5%)

• Other duties as assigned.

KEY SUCCESS MEASURES

• Early Talent and Work Integrated Learning Programs (e.g., Applied Internship Program, Research Internship Program, and IMPACT Mentorship Program) are well-supported, with efficient coordination of program communications, timelines, data collection, and logistics for in-person gatherings.
• The Vector Digital Talent Hub operates smoothly, with timely management of job postings, employer communications, user profile maintenance, and employer support inquiries.
• Early Talent Programming (e.g., the AI Summit and Career Fair and Early Careers Showcase) is effectively supported, with well-coordinated employer registrations, inquiries, event logistics, and post-event data reports.
• Administrative tasks are completed efficiently and accurately, including timely responses to talent-related inquiries, support for faculty meetings, and internal team meeting management.
• Stakeholders (including employers, researchers, and program participants) express a high level of satisfaction with program support, event coordination, and overall engagement with the ROAP team.

PROFILE OF THE IDEAL CANDIDATE

• You are highly organized with strong time management and multi-tasking skills and are motivated to work in a fast-paced environment with different stakeholders, including professional staff, students, and alumni, as well as academics and industry professionals.
• You have an undergraduate degree in a related field such as business administration, communications, a STEM field, or other related field.
• You are action oriented and have a demonstrated ability to take direction and turn it into actionable results.
• You have excellent verbal and written English communication skills.
• You possess a high level of proficiency with GSuite or the Microsoft Suite of applications
• You have a keen eye for detail and can perform data intensive tasks with a high degree of accuracy.
• You are creative and enjoy collaborating within a small entrepreneurial environment that is results-driven.
• You are passionate about growing Canada’s global leadership in AI research.
• You possess a positive attitude, integrity, a sense of humour, are tactful, and bring positive energy and outlook to a not-for-profit corporate culture.
• Having experience in event coordination, program administration, or employer engagement is a plus.
• Having proficiency with the following applications is a plus: Salesforce CRM, Clickup and advanced proficiency in Google Sheets.

At the Vector Institute we are committed to driving excellence and leadership in Canada’s knowledge, creation, and use of AI to foster economic growth and improve the lives of Canadians. We strive for greater inclusion in the programs and culture that we build by welcoming and encouraging applications from all qualified candidates. This includes but is not limited to applicants who are Indigenous, 2SLGBTQIA+, racialized persons/visible minorities, women, and people with disabilities.

If you require an accommodation at any point throughout the recruitment and selection process, please contact **@*************te.ai%C2%A0″>**@*************te.ai and we will happily work with you to meet your needs.

How to Apply

Job Types: Full-Time. Salaries: Not Disclosed.

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