HireArt is helping Toyota Research Institute (TRI) find a Program Coordinator to provide critical administrative and coordination support to maintain continuity in the University Research Partnerships (URP) team’s existing workflows.
In this role, you will ensure day-to-day operations, documentation, communications, scheduling, and event planning are executed consistently and reliably while maintaining the high standards expected in a dynamic, high-visibility research program involving top North American universities.
The ideal candidate is familiar with university research administration and academic business operations, including the ability to work effectively with faculty, sponsored programs offices, and decentralized administrative systems.

Key Responsibilities

• Oversee day-to-day program operations, ensuring workflow continuity, timely communication, accurate documentation, and smooth coordination with internal and external stakeholders.
• Manage publication and intellectual property processes, including scheduling reviews, tracking submissions, communicating decisions, and maintaining award and recognition records.
• Support sponsorship activities by organizing meetings, tracking decisions, ensuring budget compliance, and coordinating deliverables for events.
• Provide high-level support to the Program Director through progress updates, preparation of briefings and presentations, and proactive resolution of potential blockers.
• 2+ years of experience working with or supporting university faculty, administrators, or sponsored research offices
• Ability to identify and coordinate with stakeholders across departments (e.g., EAs, Facilities, Operations)
• Proficiency with Google Workspace (Docs, Slides, Sheets, Calendar) and project/task management tools (e.g., Asana, Slack)
• Strong verbal and written communication skills, with the ability to synthesize discussions into clear summaries or next steps
• Excellent organizational skills and attention to detail
• Ability to independently prioritize tasks and follow through in a dynamic, multi-stakeholder environment
• Ability to ask thoughtful clarifying questions and document key information during onboarding

PREFERRED QUALIFICATIONS:

• Experience supporting research, academic, or legal teams
• Skill in drafting and refining slide decks for internal and external audiences
• Willingness to learn and adapt to new tools, workflows, and terminology (e.g., IP tracking, publication workflows)

• Oversee day-to-day program operations, ensuring workflow continuity, timely communication, accurate documentation, and smooth coordination with internal and external stakeholders.
• Manage publication and intellectual property processes, including scheduling reviews, tracking submissions, communicating decisions, and maintaining award and recognition records.
• Support sponsorship activities by organizing meetings, tracking decisions, ensuring budget compliance, and coordinating deliverables for events.
• Provide high-level support to the Program Director through progress updates, preparation of briefings and presentations, and proactive resolution of potential blockers.
• 2+ years of experience working with or supporting university faculty, administrators, or sponsored research offices
• Ability to identify and coordinate with stakeholders across departments (e.g., EAs, Facilities, Operations)
• Proficiency with Google Workspace (Docs, Slides, Sheets, Calendar) and project/task management tools (e.g., Asana, Slack)
• Strong verbal and written communication skills, with the ability to synthesize discussions into clear summaries or next steps
• Excellent organizational skills and attention to detail
• Ability to independently prioritize tasks and follow through in a dynamic, multi-stakeholder environment
• Ability to ask thoughtful clarifying questions and document key information during onboardin