Coordinator, Research Programs (Core / Strategic) - 2 Open Positions

Who we are 

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke. 

We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply. 

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website. 

The opportunity 

Please note Heart & Stroke offers a hybrid work option. This is a remote role that can be performed from anywhere in Canada, with occasional on-site attendance. Occasional travel and flexible work hours may be required, including overnight travel for team retreats and peer review meetings (up to 10 days/year). 

The role supports the Research department in activities related to information systems, the electronic grants management system (EGMS) and records management for research programs. This includes supporting the administration of grants and awards, sharing relevant information with applicants and reviewers, and managing and analyzing data and reports using various research tools, including SurveyMonkey, Slido, ShareFile, Smartsheet and the EGMS. 

Additionally, the role coordinates the peer review process, including reviewer recruitment and onboarding, as well as the annual review and updating of competition and peer review guidelines. The role also ensures that program components are integrated across research operations. 

How you will make an impact every day 

Information Management 

• Maintains accurate and up-to-date SharePoint records for program-related information, documentation and materials throughout the research program lifecycle. 

• Proactively provides data, statistics and analysis, as applicable, to support internal departmental activities related to the peer review and application process. 

• Accesses and analyzes data from the Research Master Peer Review database, surveys and available internal reports for evaluation purposes in support of program development. 

• Liaises with the Specialist and the Coordinator, Research Programs Integration and Improvement, as needed, to align with current best practices in record management, information systems and research administration. 

• Assists with creating awareness of and tracking applicants’ issues and concerns within each research funding cycle. 

• Serves as a primary contact for information and technical support for Heart & Stroke online research tools, including SurveyMonkey, Slido, ShareFile, Smartsheet and the EGMS. 

• Responds to information requests from applicants, peer review committee members and other relevant stakeholders. 

• Keeps abreast of policies and regulations related to health research and advises on emerging issues that may require policy development or revisions to Heart & Stroke policies, as applicable. 

• Assists the Specialist in updating existing Heart & Stroke research policies and ensuring they are communicated to the target audience. 

Program Coordination (application, awarding and post-award grant management) 

• Assists with the development of grant agreements, applications, communications pieces, internal trackers (e.g., eligibility review, award acceptances and encumbrances) and other relevant program materials. 

• Supports the application submission process, award notification process and encumbrance review, including tracking overlap cases with other funding agencies, as applicable. 

• Takes part in the internal administrative eligibility and relevance review of submitted applications. 

• Supports the Specialist in the annual review of competition and peer review guidelines. 

• Updates and maintains the Research Website content related to funding opportunities, resources and results. 

• Acts as a primary interface with the broader Heart & Stroke researcher community, particularly individual members of peer review committees and applicants. 

• Supports the transition of successful peer-reviewed applications to the post-grant and award team and works closely with the team to ensure an accurate handoff and continuity of grant and award administration. 

Evaluation 

• Accesses and analyzes data from the Heart & Stroke Research database to create helpful internal reports for program tracking and future planning. 

• Collects and analyzes information from a wide variety of sources, such as annual applicant and reviewer surveys and applicant inquiry trackers, to investigate issues and enhancements relevant to the program and its future development. 

• Liaises with the Specialist and mission staff who work with people with lived experience (PWLE) to assess internal policies and align with best practices for working with lay reviewers. 

Peer Review Administration 

• Supports Scientific Review Committee (SRC) recruitment, onboarding and communication throughout the peer review process, including Budget Review Committee (BRC) meetings, as applicable, lay reviewer orientation and review submissions. 

• Supports all peer review processes and meetings, as well as other research-related meetings. 

• Liaises with Research and Science team members as needed to assist with the day-to-day administration of Heart & Stroke-funded initiatives. 

• Liaises with volunteers and staff across Mission to respond to information requests. 

• Assists with developing peer review meeting agendas, as requested, written notes, briefing documents and PowerPoint presentations, including organizing information into tables, charts or other presentation formats. 

• Keeps up to date with changes to peer review practices at CIHR and other funding agencies. 

• Serves as a secretariat at peer review meetings, as required. 

Who we need 

Education 

• Post-secondary degree in science, a health discipline, social science, business, office administration, finance, accounting, information management or a related field is preferred.  

• Well-organized, with the ability to handle peak demand periods.  

• Extensive experience with internet search engines is an asset. 

Experience 

• Three to five years of job-related work experience. 

• Previous experience working in a research funding environment is an asset. 

Skills

• Superior information management and organizational skills. 

• Attention to detail, with solid proofreading and analytical skills. 

• Strong time management skills, with the ability to effectively manage multiple priorities and projects with tight deadlines. 

• Demonstrated ability to work well with both written and numerical data. 

• Proficiency in Microsoft 365, databases, grant management systems, Zoom and large datasets. 

• Ability to use AI-enabled tools, including Microsoft Copilot, to develop effective prompts and use AI responsibly to improve the efficiency, accuracy and quality of work. 

• Strong English verbal and written communication skills; French is an asset. 

• Strong listening skills, professionalism and diplomacy. 

• Ability to prepare high-quality, professional documentation and briefing notes. 

What we offer 

At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being. 

This role offers a hiring range of $55,000 to $69,000, aligned with our compensation framework and your professional background. We believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. Our employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.

Apply now 

If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by October 14, 2026. Applicants must be currently residing in Canada and legally entitled to work in Canada. 

Only those candidates that qualify will be selected for an interview. Interviews may be conducted virtually or in-person. Selected candidates will be notified in advance if an in-person interview is required. 

Accommodation 

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.