Position: Program Coordinator
Location: London, Ontario
Position Type: Full-time, 3-year Ivey Business School Foundation renewable contract.
Hiring Range: $47,085 - $55,430.
Application Deadline: Monday, June 30, 2025, at 11:59PM.

POSITION OVERVIEW:

As a key member of the Ivey Academy team, the Program Assistant plays a critical role in supporting the planning and delivery of Executive Education programs. Reporting to the Senior Project Coordinator, you work closely with Program Managers and Client Relations Officers to ensure an exceptional participant experience from start to finish.
You thrive in a fast-paced, team-oriented environment where your strong organizational skills, attention to detail, and proactive mindset help ensure the smooth execution of Ivey’s non-degree and Custom-Specific programs. You’re dependable, adaptable, and take initiative—anticipating needs and juggling multiple priorities with ease.
You are confident using a wide range of digital tools and take ownership of administrative and logistical processes that drive efficiency, accuracy, and professionalism in everything you do. You build trusted relationships with colleagues, participants, faculty, and vendors, and you’re confident working both independently and collaboratively. Your ability to anticipate needs, solve problems, and follow through ensures a consistent standard of excellence across all programs.

QUALIFICATIONS:

Education & Experience

• Undergraduate university degree or 2-year diploma from a recognized community college
• Three years’ experience working in a fast-paced, service and team-oriented environment

Skills and Abilities:

• Exceptional organizational skills with the ability to manage activities both for self and others effectively
• Ability to work with detail with a high degree of accuracy
• Ability to establish and build healthy working relationships and partnerships with program participants, colleagues and external stakeholders
• Ability to follow directions, work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Ability to work independently as well as a part of a team
• Proficiency in all Windows applications including Word, Excel, PowerPoint and possessing the aptitude and desire to learn other applications/platforms as needed
• Availability to work outside of regular business hours, including evenings and weekends

• Program Support
• Partner with Program Managers and Client Relations Officers to support the successful delivery of Executive Education programs.
• Assist with the coordination and provision of teaching materials through liaising with the Ivey Publishing and Western Graphic Services departments.
• Confirm information related to facilities in London, Toronto, and other program locations at the request of the Program Manager and Client Relations Officers.
• Coordinate and finalize arrangements with external suppliers and vendors (e.g., photographer, Ivey Trading Company, restaurants, transportation providers), ensuring all logistics are communicated clearly, vendor schedules align with program needs, and invoices are reviewed for accuracy and processed in a timely manner.
• Coordinate the preparation, proofing, and printing of all program materials, including name tags, seating charts, diplomas, learning team assignments, and pre-arrival content. Support the delivery of virtual programs by leading select sessions and acting as the primary host when required, ensuring a smooth experience for both faculty and participants.
• Manage the Advanced Impact Certificate process, including direct communication with participants and coaches, coordinating schedules, tracking progress, and ensuring a seamless and high-quality participant experience.
• Administer participant recognition by creating and distributing digital badges and certificates, ensuring timely delivery and accuracy to support a high-quality post-program experience.
• Assist with the coordination of all non-academic aspects of programs in accordance with projected budgets and existing processes, including organization of social events and gifts for participants, along with program errands as required.
• Assist in the preparation and distribution of pre-program and on-site materials, including supporting classroom setup where required.
• Synthesize feedback collected from program evaluations and take a proactive approach to update summary documents, including the Program Evaluation Summary, with the results reflecting the quality of participants’ program experience.
• Technology and Special Projects
• Assist the Sales/Marketing and Business Development teams with special projects that contribute to participant engagement, alumni outreach, and business growth.
• Act as a support resource for the team’s suite of technology platforms, including Asana, Canvas, Credly, Calendly, and others. Provide day-to-day troubleshooting, guidance, and coordination to ensure these tools are used effectively to enhance program delivery and team productivity.
• Act as the main contact for Canvas, Ivey Academy’s LMS. Manage user accounts, troubleshoot access and content issues, build and customize course pages, and support Program Managers to ensure a seamless digital learning experience.
• Create and maintain Asana program projects for Program Managers, ensuring key tasks, timelines, and deliverables are clearly outlined to support smooth program execution.
• Design and update digital slides for classroom signage using the Brightsign platform. Coordinate timely updates to reflect program activity, room assignments, and welcome messaging across TV displays.
• Manage Calendly scheduling links for coaching sessions, one-on-one meetings, and participant touchpoints. Coordinate closely with external stakeholders such as coaches and facilitators to ensure availability aligns with internal timelines, participant needs, and program flow. Monitor scheduling conflicts and follow up to ensure seamless execution.
• Create and issue digital credentials through Credly, Ivey Academy’s digital badging platform. Manage badge templates, ensure accurate participant data, and oversee timely distribution of badges post-program to support a professional and engaging recognition experience.
• Office Support
• Provide general administrative support to The Ivey Academy department, including printing, organizing shipments, managing prep tasks, and ensuring readiness ahead of program delivery. Assist with ongoing document organization and file maintenance to support team efficiency and access to up-to-date materials.
• Contribute to the smooth functioning of program operations by supporting ad hoc requests, running occasional errands, and stepping in where needed to ensure delivery excellence.
• Manage and proactively update the shared Program Calendar, ensuring timely and accurate input of all program dates and holidays. This tool is essential for team-wide coordination and long-term planning.