Program Coordinator

Reporting to the Program Managers and Executive Director of the Dunin-Deshpande Innovation Centre at Queen’s University, the Program Coordinator is responsible for overseeing the day-to-day operation of the DDQIC programs by performing various administrative duties, including, but not limited to: supporting programs and/or senior administrators, coordinating/implementing DDQIC programs and events, and supporting operations of the Rose Innovation Hub. The Program Coordinator is the first point of contact for students and community members on any matter related to the programs.

The Program Coordinator also contributes to DDQIC’s global initiatives, including the delivery of entrepreneurship training and partnership support across multiple countries around the world, particularly in Africa. This includes working closely with international stakeholders, supporting virtual program delivery, and helping coordinate global outreach and alumni engagement efforts.

The schedule for this position requires the incumbent to work occasional evenings and / or weekends, according to program or area needs.

KEY RESPONSIBILITIES:
• Supports the planning and execution of various DDQIC programs (e.g., Queen’s Founders and Innovators Initiative (QFII), SparQ Studios, QyourVenture, and DDQIC Global Network) and coordinates operational functions or processes by providing administrative support to senior DDQIC staff.
• Drafts confidential correspondence and/or prepares various documents, as well as scheduling, and participating in planning meetings. Coordinates and plans for all logistical requirements of DDQIC programs, including office and facilities space (e.g., presentation rooms, meeting rooms, project rooms), including space allocation, keys, office supplies, and computer requirements.
• Acts as the primary DDQIC contact and resource by liaising with program participants, applicants, and potential applicants, and interacts with staff in regional agencies such as Launch Lab, the City of Kingston, all faculties and schools at Queen’s, Financial Services, Office of Partnerships and Innovation & Innovation Park, and Research Accounting. Responds to questions, problems or concerns raised and redirects to senior staff or others as required. Provides administrative guidance to program inquiries and applicants relating to the application process.
• Interacts and communicates with key stakeholders, internal and external to the program, including students, staff, faculty members, academic assistants and Deans in various Faculties (e.g., Business, Engineering and Applied Science, Health Sciences, and Arts and Science), Advancement and the Office of the Provost and VPA.
• Supports DDQIC’s international programming, including entrepreneurship training initiatives delivered across Africa and in other priority countries. Assists in coordinating communication, virtual logistics, and scheduling with international partners and students. Supports alumni tracking and partner engagement activities.
• Identifies and provides recommendations to senior DDQIC administrators on policy or procedure changes and advises DDQIC staff on opportunities to increase organizational effectiveness.
• Coordinates DDQIC involvement with student-led conferences and events sponsored by DDQIC (typically greater than 10 per year). Attends events as a DDQIC representative and recruits for DDQIC programs at these events.
• Conducts independent research to identify, liaise, and network with speakers, mentors, instructors and judges participating and contributing to DDQIC programs. Coordinates speakers and mentors for DDQIC programs. Coordinates travel and event planning for DDQIC functions. This involves arranging travel and accommodation, preparing/distributing handout materials, and following-up with speakers, mentors and external organizations.
• Coordinates marketing and communications for DDQIC programs. Participates in short- and long- term program planning and implementation. Verifies accuracy of outcome to ensure results meet standards and needs. Disseminates information to interested parties through the production of newsletters, and report documents.
• Supports senior administrators in providing guidance and mentorship to founders in DDQIC programs. Identifies opportunities for founders/ventures and makes them aware of funding and programs that are available to them, internal and external to Queen’s.
• Maintains content of websites, social media feeds and non-electronic materials for the support, promotion, recruiting and general communication of DDQIC programs.
• Liaises with partners and stakeholders at Queen’s, the Kingston region, and globally as part of grant networks such as Health Innovation YGK, WE-CAN and I-WIL, and others relevant to DDQIC’s international partnerships.
• Supports DDQIC participation and liaison with external agencies and organizations (e.g., DeshINet, Deshpande Foundation, I-INC) to help coordinate and support participation in conferences and other meetings.
• Organizes all DDQIC events, including the African Initiatives Final Pitch Competition, Delivery Partner Pitch Competition, QFII Pitch Competition, Jim Leech Mastercard Foundation Fellowship watch parties, and various workshops and networking sessions, both domestic and abroad.
• Supports the development, implementation and facilitation of workshops and online modules such as Design Thinking, Customer Discovery, and High Performance Teams, including adapting content for international and African audiences.
• Supports the impact evaluation process for DDQIC programs by deploying surveys to program participants and consolidating and reviewing data.
• Coordinates bookings and rentals in the Rose Innovation Hub, acting as a first point of contact for all space-related inquiries. Maintains the booking email, calendars and other systems (Microsoft Outlook and Skedda).
• Communicates timely and accurate booking availability to all individuals interested in using the Rose Innovation Hub space. Tours prospective clients around the space and demonstrates AV equipment use. Prepares comprehensive estimates, contracts, invoices and other agreements, consulting with the Program and Community Manager when determining booking fees. Works closely with Queen’s Event Services (QES) to ensure that events hiring QES are receiving appropriate communications. Monitors issues related to rental attractions as they arise, escalating appropriately as needed.
• Performs various administrative duties for the general operation of the Rose Innovation Hub including maintaining an inventory of furniture, supplies, A/V equipment and keys, monitoring the condition of the space and need for cleaning or maintenance, creating and maintaining signage, modifying booking policies and procedures as needed, and taking direction from the DDQIC team to balance multiple priorities for space use.
• Assists the Program Managers in completing grant and donor reporting processes for DDQIC programs and African Delivery Partners.
• Assists with event budget planning, allocation by generating and preparing background data and spreadsheets.
• Supports various financial administrative tasks such as communicating seed funding processes and information to clients, collecting and reviewing information and paperwork for reimbursement requests, and tracking client seed funding usage.
• Supports the Program Managers in coordinating the DDQIC Global Network, maintaining up to date information about the network members and liaising with various Advancement groups on campus to ensure records are accurate. Keeps the node Chairs apprised of DDQIC news and events while incorporating them into activities such as pitch competitions or events on/off-campus.
• Undertakes other duties or special projects as required in support of DDQIC.

REQUIRED QUALIFICATIONS:
• University degree or 3-year post-secondary program in relevant field, and a minimum of 3 years of job-related experience working in an administrative and / or customer service position, preferably in a post-secondary environment.
• Previous experience coordinating projects considered an asset.
• Strong proficiency in Microsoft Office, specifically Word, Excel and PowerPoint.
• Web development and database management experience considered an asset.
• Familiarity with Queen’s software systems (OnQ, AcQuire, Qualtrics etc.) considered an asset.
• Consideration will be given to equivalent combination of education and experience.

SPECIAL SKILLS:
• Communication (both verbal and written) ability, including active-listening, questioning skills, and cross-cultural communications.
• Analytical, interpretive, and problem-solving skills. Ability to work with information (both qualitative and quantitative) to draw conclusions about program efforts.
• Strong interpersonal skills, with an ability to interact with a wide variety of individuals in a helpful and professional manner, demonstrating tact and diplomacy.
• Strong organizational skills and time-management with an ability to prioritize own workload priorities and meet deadlines.
• Ability to adhere to and maintain strict confidentiality.
• Ability to adapt to changing technology and implement new processes to increase productivity.
• Resourcefulness, creativity, and initiative.
• Ability to perform financial administration duties, including the ability to analyze, interpret financial data.
• Strong customer service orientation with an ability to maintain composure and respond professionally, despite frequent interruptions and challenging situations.
• Leadership and motivational skills with the ability to work part of a team or independently, with minimal supervision.

DECISION MAKING:
• Decides on best approach to respond to enquiries from senior management, program participants and internal and external stakeholders.
• Assesses and sets work priorities, and makes recommendations for self and casual staff resources to ensure deadlines are met and goals achieved.
• Determines how, when and to whom information should be distributed.
• Based on information and direction of DDQIC, interprets policy or analyzes procedures and recommends changes or amendments as required to positively impact program operations.
• Makes daily operation decisions and resolves administrative problems within guidelines.
• Answers queries and produces and distributes information material. Refers complex problems to more senior staff, ensuring appropriate background information is provided.