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Research Program Coordinator, Living Lab - Ontario (Term ending March 31, 2028)

The Research Program Coordinator, Living Lab - Ontario, is situated within the Department of Research and Knowledge Transfer and works primarily on the Living Lab - Ontario program, delivered by OSCIA in partnership with Agriculture and Agri-Food Canada (AAFC) and a diverse network of agricultural, academic, industry, and government stakeholders. The success of Living Lab - Ontario relies on effective coordination, communication, governance, and relationship management among a complex network of partners working toward shared environmental and agricultural outcomes.

This role serves as a central coordinator and relationship manager across the Living Lab - Ontario partnership network, supporting successful program delivery, stakeholder engagement, budget oversight, reporting, governance processes, and strategic collaboration opportunities. The successful candidate will be equally comfortable facilitating discussions among diverse stakeholders, managing complex program requirements, tracking deliverables and budgets, reporting and tracking performance metrics, and supporting the long-term growth and success of collaborative research initiatives.

This is a full-time position at 36.25 hours per week and is a hybrid role requiring a minimum of two days per week in-person based out of OSCIA's Guelph office. This position may require occasional work outside of normal working hours and travel to support meetings, events, and stakeholder engagement activities.

Key Responsibilities & Duties:

Program Coordination & Delivery

• Support OSCIA's applied research programs by serving as a central point of coordination among Agriculture and Agri-Food Canada, project partners, researchers, farmer cooperators, and other stakeholders.

• Ensure Living Lab - Ontario deliverables, milestones, and budgets remain on track and aligned with approved workplans, service agreements, and funding requirements.
• Coordinate implementation of project workplans and monitor progress toward program objectives.
• Track performance measures, deliverables, reporting requirements, and program commitments.
• Identify project risks and develop mitigation strategies related to budgets, timelines, stakeholder engagement, and program delivery.
• Support continuous improvement initiatives that strengthen program efficiency and stakeholder experience.

Stakeholder Engagement & Partnership Management

• Build and maintain strong working relationships with project partners, researchers, government representatives, farmer organizations, industry groups, and academic institutions.

• Serve as the primary point of contact for Living Lab - Ontario stakeholder engagement activities.
• Support strategic stakeholder engagement initiatives that foster collaboration, trust, and long-term partnership development.
• Facilitate productive discussions among stakeholders with varying priorities and perspectives.
• Monitor stakeholder satisfaction and establish feedback mechanisms to support continuous improvement.
• Represent OSCIA and Living Lab - Ontario at meetings, workshops, conferences, and industry events.

Governance, Meetings, & Communications

• Coordinate and facilitate meetings of project partners, consortium members, advisory committees, and working groups.
• Develop agendas, briefing materials, meeting summaries, and action-item tracking processes.
• Capture meeting notes and action items and monitor follow-up activities and ensure commitments are completed in a timely manner.
• Support communications related to project outcomes, achievements, funding requirements, and stakeholder engagement.
• Contribute to the knowledge translation and transfer of research outcomes to project stakeholders, farmer cooperators, researchers, and Ontario farmers.

Budget Management & Reporting

• Monitor Living Lab - Ontario budgets, expenditures, forecasts, and financial commitments.

• Forecast annual budgets and expenses and assign and align finances to project goals and funder commitments.
• Support preparation of invoices, reports, presentations, briefing notes, and funding updates.
• Maintain accurate project records and documentation to support reporting, compliance, and audit requirements.
• Coordinate service agreements, contracts, and procurement processes with eligible service providers.
• Monitor contracted work and ensure alignment with project objectives and deliverables.

Strategic Development & Collaboration

• Identify opportunities for new partnerships, collaborations, and complementary initiatives that strengthen OSCIA's research portfolio and Living Lab - Ontario objectives.

• Support development of future research opportunities, funding proposals, and collaborative initiatives.
• Contribute to strengthening OSCIA's role within Ontario's agricultural innovation ecosystem.

Other Duties

• Participate in internal OSCIA committees, working groups, and cross-departmental initiatives that support organizational priorities.
• Support the development and implementation of organizational procedures, and continuous improvement initiatives related to research and program operations.
• Provide backup support to other Research and Knowledge Transfer team members during periods of high workload, staff absences, or special projects.
• Support event planning and coordination, including conferences, field days, workshops, advisory meetings, and stakeholder engagement sessions.
• Other duties as assigned by the Senior Manager of Research Operations or Director of Research and Knowledge Transfer.

Performance Metrics / Key Performance Indicators (KPI's)

• Deliverables Achievement - Achievement of assigned program deliverables, milestones, and reporting requirements within established timelines.
• Budget Stewardship - Effective management, monitoring, forecasting, and reporting of project budgets and financial commitments.
• Stakeholder Satisfaction - Responsiveness to stakeholder needs and effectiveness in maintaining productive, collaborative relationships.
• Governance & Coordination - Effectiveness in facilitating meetings, managing action items, and ensuring follow-through on project commitments.
• Communications & Knowledge Transfer - Effectiveness in supporting communications, stakeholder engagement, and knowledge transfer initiatives.
• Continuous Improvement - Contribution to process improvements, efficiencies, and enhanced stakeholder engagement practices.
• Foster Sustainability - Ensuring the work we do improves the viability and sustainability of rural Ontario and Ontario agriculture.

Qualifications & Skills:

Education: Post-secondary degree in Agriculture, Environmental Studies, Rural Studies, Community Development, Communications, Business Administration, Public Administration, or related field.

Professional credentials - A diploma, graduate degree, PMP designation, or other certification in project management, stakeholder engagement, facilitation, agricultural leadership, communications, or public administration would be considered an asset.

Years of Experience: Minimum 3-5 years of experience in government-funded program coordination, project management, stakeholder engagement, partnership management, research administration, or related fields.

Experience working within Ontario agriculture, the agri-food sector, environmental programming, applied research initiatives, or government-funded programs would be considered a strong asset.

Specific Experience:

• Exceptional interpersonal, relationship-building, facilitation, and communication skills.
• Demonstrated experience coordinating complex, multi-partner projects involving multiple organizations, deliverables, budgets, and timelines.
• Proven ability to facilitate meetings and maintain momentum among diverse stakeholder groups.
• Experience managing stakeholder relationships and navigating competing priorities or differing viewpoints.
• Strong project management skills, including planning, risk management, prioritization, and execution.
• Experience developing, monitoring, forecasting, and reporting on multi-year budgets.
• Experience preparing reports, presentations, briefing materials, and stakeholder communications.
• Strong organizational skills and demonstrated attention to detail.
• Experience with funding agreements, contracts, service agreements, or contribution agreements is considered an asset.
• Proficiency with Microsoft Office applications including Teams, Outlook, Excel, Word, PowerPoint, and Planner.
• Experience using Zoom, Canva, Adobe Pro, SharePoint, or similar collaboration platforms is considered an asset.
• Proven ability to work independently and collaboratively within a team environment.
• Demonstrated ability to manage periods of high demand while remaining flexible and solutions-oriented.
• French language skills are an asset.
• Valid Driver's Licence and access to a personal vehicle.

Knowledge, Skills & Abilities (KSAs):

Knowledge:

• Understanding of Ontario agriculture, agricultural research systems, and environmental sustainability initiatives.
• Knowledge of collaborative research models, multi-partner innovation programs, and stakeholder engagement practices.
• Understanding of governance processes, funding agreements, reporting requirements, and budget stewardship principles.
• Knowledge of project management methodologies, risk management practices, and performance measurement frameworks.
• Familiarity with knowledge translation and transfer approaches that support research adoption and stakeholder engagement.

Skills:

• Strong stakeholder engagement, relationship-building, and partnership management skills.

• Excellent verbal and written communication skills, including facilitation, presentation, and report writing.
• Strong project coordination and organizational skills with the ability to manage multiple priorities, timelines, and deliverables.
• Effective budget monitoring, forecasting, and financial tracking skills.
• Proven problem-solving, critical thinking, and decision-making abilities.
• Ability to facilitate productive discussions among diverse stakeholder groups with varying perspectives and priorities.
• Strong attention to detail while maintaining a strategic, big-picture perspective.
• Proficiency in project tracking, performance monitoring, and administrative coordination.

Abilities:

• Ability to build credibility and maintain productive working relationships with researchers, government representatives, industry partners, farmer organizations, service providers, and funding agencies.
• Ability to anticipate challenges, identify risks, and implement proactive solutions to support successful program delivery.
• Ability to balance strategic thinking with day-to-day operational execution.
• Ability to manage complex projects while maintaining focus on objectives, timelines, budgets, and deliverables.
• Ability to work effectively in collaborative environments and foster cooperation among diverse stakeholders.
• Ability to adapt to changing priorities and manage competing demands in a dynamic work environment.
• Ability to maintain professionalism, confidentiality, and sound judgment when handling sensitive information.
• Ability to contribute to the growth of Ontario's agricultural innovation system through collaboration, partnership development, and continuous improvement initiatives.

Behaviour Competencies:

• Adaptability: Demonstrate a willingness to be flexible, versatile, and dynamic in a changing work environment while maintaining effectiveness and efficiency.
• Ethical behaviour: Ensure personal behaviours align with the Association's core values and code of conduct.
• Relationship development: Establish and maintain positive working relationships with others, internally and externally.
• Effective communication: Speak, listen, and write in a precise, clear, and timely manner using appropriate and effective communication tools.
• Client focus: Anticipate clients' needs and respond in an appropriate and timely manner, seeking to provide the highest quality service.
• Teamwork development: Work cooperatively and effectively with others to set goals, resolve challenges, and make decisions that enhance cross-functional cooperation.
• Initiative: Ability to assess and initiate tasks independently.
• Decision-making: Assess role-based situations to determine the importance, risks, and make clear decisions in a timely manner.
• Time management and organization: Set priorities, develop a task schedule, monitor progress towards deadlines.
• Problem-solving: View problems as learning opportunities, focus on improving future results.
• Cultural Competence: Value diversity and inclusivity, demonstrating an ability to work effectively with trust across various departments.
• Foster Sustainability: Ensuring the work we do improves the viability and sustainability of rural Ontario and Ontario agriculture.
• Continuous Learning: Participates in an environment of professional development and personal growth.

Working Conditions / Physical Demands:

• Hybrid work model combining remote and in-office work, with the position based in Guelph, ON.
• Home office settings require a dependable, high-speed internet connection to ensure effective participation in virtual meetings and online collaboration.
• May require occasional work outside of standard business hours (e.g., early mornings, evenings, or weekends) to attend meetings, events, or respond to organizational needs.
• Requires regular use of a computer; prolonged sitting, typing, and screen time required.
• May involve occasional lifting of light materials (e.g., files, laptop - up to 10 lbs).
• Must be adaptable to a fast-paced environment with shifting priorities and time-sensitive deadlines.
• Must hold and maintain a valid driver's licence and have access to reliab...