Program Manager, Cross Institutional Initatives

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Job Requisition ID:

2026-03545

Time Type:

Full time

Employee Group:

Staff

Job Category:

Project and Program Management

Employment Type:

Permanent

Department:

Office of the Vice-President, Academic and Provost - Strategic Initiatives

Hiring Range:

$95,538.29 - $119,422.87

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, November 12, 2026, at 11:59PM.
There is a qualified internal candidate in the role.

Job Description:

Primary Purpose

The Manager, Cross-Institutional Initiatives reports to the Executive Director and leads the planning, coordination, and delivery of cross-institutional strategic initiatives on behalf of the Office of the Vice-President, Academic & Provost (VPAP). The role translates executive direction into structured, actionable plans; ensures disciplined project execution; integrates multiple workstreams across academic and administrative units; and provides high-quality analysis, reporting, and advice to support informed decision-making. Operating in a complex and highly confidential environment, the incumbent serves as a trusted resource and advisor to the Executive Director and senior leadership, playing a central role in advancing institutional priorities through effective project management, stakeholder engagement, and change leadership.

Key Accountabilities

Strategic Project Management

• Leads the planning, execution, and monitoring of complex, high-profile, and confidential strategic and operational initiatives aligned with Provost and institutional priorities.
• Translates executive direction and emerging opportunities into structured initiatives with clearly defined scope, objectives, timelines, governance structures, deliverables, and success metrics.
• Develops and maintains comprehensive project frameworks, including workplans, milestones, risk registers, dependency mapping, and performance indicators to ensure disciplined execution.
• Monitors progress and proactively identifies risks, issues, interdependencies, and resource implications; recommends corrective actions and escalates as needed to senior leadership and/or project sponsors.
• Oversees project budgets and resource allocation, ensuring initiatives are delivered within approved parameters.
• Ensures compliance with university policies, procedures, systems, and governance structures throughout the project lifecycle.
• Facilitates alignment and coordination across multiple initiatives to reduce duplication, connect related work, and advance institutional priorities.
• Supports institutional transformation initiatives through structured change management and stakeholder engagement practices.
• Tracks initiative outcomes, monitors progress against objectives and contributes to continuous improvement across projects and programs.

Executive Communications & Coordination

• Drafts, refines, and synthesizes high-quality briefing notes, reports, recommendations, presentations, frameworks, and strategic documents for senior leadership and governance bodies.
• Translates complex, multi-source information into clear, concise, and persuasive materials that inform decision-making and formal approvals.
• Prepares executive-ready materials, including reports and recommendations requiring endorsement by Vice-Presidents, Deans, and other governance bodies.
• Develops presentations and speaking notes for senior leaders, ensuring alignment with institutional priorities and messaging standards.
• Serves as the central coordination point for committees, working groups, and cross-functional teams, clarifying roles, timelines, decision pathways, and accountability mechanisms.
• Works closely with committee chairs to structure agendas, facilitate decision-focused discussions, and support effective governance outcomes.
• Coordinates input from multiple stakeholders to build consensus and maintain momentum on complex, multi-party initiatives.
• Provides operational leadership to ensure initiatives progress efficiently while maintaining strategic focus and rigor.
• Promotes continuous improvement in communication processes, operational efficiency, and the use of emerging systems and technologies.

Data Analysis, Reporting & Insights

• Leads research, environmental scanning, and both qualitative and quantitative analysis to inform strategic initiatives and support executive decision-making.
• Analyzes complex datasets, including HR, institutional, and operational data, and translates findings into actionable insights for senior leadership.
• Develops dashboards, summaries, and briefing materials highlighting trends, risks, and implications relevant to strategic decisions.
• Acts as a steward of sensitive and confidential data, ensuring accuracy, integrity, security, and appropriate use in reporting and analysis.

Collaboration, Relationship Management & Advisory Support

• Works closely with senior leaders, including Vice-Presidents, Associate Vice-Presidents, and Deans, and stakeholders both internal and external to the University to advance strategic and operational priorities.
• Builds and maintains trust-based relationships across academic and administrative units, navigating complex stakeholder environments with tact, diplomacy, and discretion.
• Provides strategic advice to initiative sponsors, project leads, and the VPAP Executive Director to support planning, decision-making, and implementation.
• Facilitates constructive dialogue, manages feedback, and supports collaborative problem-solving in institutional change contexts.
• Serves as a primary liaison for external consultants and partners, including development of RFQs, scopes of work, project plans, and monitoring deliverables, timelines, and performance.
• Integrates external inputs with internal workstreams, connecting stakeholders and maintaining momentum across multi-party initiatives.
• Maintains a strong cross-campus network of senior administrators to ensure visibility and support for strategic initiatives.

Required Qualifications

Education

• University degree preferred, or equivalent combination of education and experience, with increasing responsibilities and leadership.
• Project management training or education preferred; demonstrated awareness of best practices and emerging trends required.

Experience

• Extensive experience (7-10 years) supporting and advancing senior executive or C-suite priorities in a complex organization, including strategic coordination, project leadership, and executive advisory support.

• Proven experience leading complex, multi-stakeholder initiatives, including planning, execution, monitoring, and delivery.

• Skilled in translating strategic direction into structured workplans, governance processes and deliverables.

• Experience in process and project development, implementation and post-implementation review, with continuous improvement focus.

• Proficient in research, environmental scanning, and quantitative and qualitative analysis to inform decision-making.

• Ability to synthesize complex information and provide practical advice in ambiguous or evolving situations for senior audiences.

• Demonstrated ability to work independently with a high degree of discretion, judgement and accountability.

• Strong understanding of institutional policies, procedures and governance requirements.

• Advanced technical proficiency in Microsoft Office, including document preparation, data analysis, and presentation development.

Knowledge/Skills/Abilities

• Exceptional ability to manage multiple initiatives, balance competing priorities, and meet shifting deadlines.

• Highly developed analytical, organizational, and problem-solving skills with strong attention to detail.

• Outstanding written and verbal communication, with ability to produce clear and persuasive materials for executive audiences.

• Independent, proactive, and accountable, with sound judgment and discretion.

• Strong interpersonal skills with the ability to influence, advise, and collaborate with senior leaders, peers, and external partners.

• Ability to navigate complex stakeholder environments with tact, diplomacy, and professionalism.

• High ethical standards and commitment to confidentiality.

• Resilient and adaptable to changing priorities and institutional needs.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.