In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Project Coordinator supports the planning and implementation of full-cycle capital and procurement projects within the Business Management Office, such as liaising with various internal and external partners to ensure that projects are completed, collecting and verifying required documentation, and aligning it with internal guidelines and funding criteria. The Project Coordinator is able to apply business and financial understanding when performing a variety of secretarial and administrative duties; coordinating workflow which includes updating office procedures to streamline processes; word processing of various documents; compiling data and preparing reports, updating information in project management platforms and other software applications to ensure records are kept up to date, tracking and monitoring expenses, and setting up and maintaining file management systems with accountability, accuracy, and completeness. The Project Coordinator will work independently, competing priorities and workflow, and provide efficient project support.
Duties/Accountabilities:
1. Coordinates the planning and implementation of projects by liaising with various internal and external partners to ensure projects are completed according to plan; conveys information and responds to queries and concerns with respect to project status; provides updates to appropriate leadership regarding ongoing issues, progress, ensuring issues are resolved or escalated to leadership to meet project budget, schedule, deliverables and user requirements.
2. Identifies issues and provides recommendations for process improvement and works with staff and managers to evaluate alternative solutions for project effectiveness and efficiency.
3. Provides support to Project Managers by assisting with project planning and coordinating the workflow, maintaining project records including proposals, contracts, risk/issues registries, work plans and timelines, change requests, meeting agendas and minutes, project decisions and approvals, submittals, plans, manuals, status reports, financial reports, and related quality and risk management processes.
4. Provides a variety of secretarial and administrative support to the Project Team(s) by screening incoming materials and prioritizing items for attention for the Project Manager, arranging meetings, drafting correspondence, typing a variety of documents such as reports, letters, and memoranda, preparing minutes and agenda and following up on action items as required.
5. Performs word processing duties such as inputting relevant information accurately, updating manuals, and preparing reports and documents using a variety of software applications such as spreadsheets and word processing
6. Reviews, organizes, summarizes and compiles information for reports, briefs and projects; contacts others to provide and/or obtain information. Tracks and monitors expenses with accuracy and completeness.
7. Performs record management duties such as setting up and maintaining filing systems, and conducting file searches for required information.
8. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
- Grade 12, graduation from a recognized program in business administration, health, social sciences or related discipline and three years' recent related experience or an equivalent combination of education, training and experience.
- Ability to keyboard at 45 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively
- Physical ability to carry out the duties of the position
- Ability to co-ordinate resources of assigned area.
- Ability to organize work
- Ability to operate related equipment.