Project Coordinator, East Toronto Family Practice Network

Position Overview

We are seeking a Project Coordinator to assist with the coordination of East Toronto Family Practice Network (EasT-FPN) deliverables and priorities.

The EasT-FPN Project Coordinator will provide administrative support, including scheduling, community engagement, communications, tracking and reporting, office administration, and overall support to EasT-FPN Director of Operations & Finance, EasT-FPN Administration Team, and the EasT-FPN Primary Care Leadership Team.

Reporting to the Director of Operations & Finance, the Project Coordinator’s primary accountabilities will be supporting operational tasks related to EasT-FPN budgeted initiatives, infrastructural and governance supports, in addition to supporting the various committees and working groups.

To be successful in this role, the Project Coordinator will be required to work in collaboration with Project Managers, Family Practice Clinicians, ETHP anchor partners, and social service and health partners across the East Toronto community.

The deliverables and responsibilities of this role will continuously evolve to match EasT-FPN and ETHP strategic priorities.

Primary Responsibilities

1. Work with the EasT-FPN Director of Operations & Finance, EasT-FPN Project Managers, and Primary Care Leadership Team on all aspects supporting the implementation of core operational tasks, including but not limited to scheduling, communications, data entry and analysis, financial tracking, and other general administrative duties as required.
2. Work collaboratively with EastT-FPN Most Responsible Persons (MRPs) to support the implementation of the EasT-FPN and ETHP priorities, assisting the EasT-FPN Project Managers on EasT-FPN projects and initiatives.
3. Arrange internal and external meetings including invitations, room booking and location set-up, catering requirements, agenda packages, minute taking, and video and teleconferencing support. Monitor actions arising from meetings and handle as appropriate.
4. Develop and maintain electronic and hard copy files and records systems, databases, and special reports.
5. Prepare draft documents, presentations, data reports, and other types of documents for the department staff.
6. Provide project coordination/planning skills, knowledge, and support as assigned for complex, multi-phased EasT-FPN COVID-19 response and recovery, Community Surge, SCOPE, and Inter-Professional Care projects.
7. Coordinate and prepare project and program status reports, presentations, other reports, and briefing notes as required.
8. Coordinate with the Project Managers on EasT-FPN programs/projects; developing preliminary budgets, research, evaluation, and recommendations of project plan and implementation as assigned.
9. Continuously track and collect expenditures, and coordinate the submission of expenditures in preparation for approval from the EasT-FPN Director of Operations & Finance and reporting of financials to the EasT-FPN Board of Directors and Program leadership tables.
10. Keep project work plans and workback schedules up to date as projects progress and milestones and deliverables are met.

COMPETENCIES:
Health System Design
Excellent understanding of the Ontario health care system and primary care delivery models, and solid understanding of local health issues, priorities, and needs.

Education
Bachelor’s degree in health or business administration required; Master’s degree in a related field preferred. A combination of equivalent education and experience may also be considered.

Experience

1. A minimum of 1 year related Project Coordination experience with diverse stakeholders.
2. Understanding of local health issues, priorities, and needs, while recognizing the broader trends in health care policy and system development.
3. Sound written and verbal communications skills to write presentations, speeches, business notes, etc.
4. Ability to plan and implement engagement meetings and resolve issues/concerns.
5. Effective interpersonal, communication, and presentation skills.
6. Results-oriented with high attention to detail and accuracy.
7. Proactive, self-motivated with strong analytical and problem-solving skills.
8. Project coordination skills to plan, draft work plans, work collaboratively with partners and other team members, and manage deadlines and competing priorities.
9. Prior experience in the following areas would be an asset: data analytics, epidemiology, and information synthesis; knowledge of health care reporting requirements and funding methodologies; knowledge/familiarity with various databases used to capture information in the primary care sector.
10. Good work and attendance record is required.

All employees of Michael Garron Hospital (MGH), a division of Toronto East Health Network (TEHN), agree to work within the legislated practices of the Occupational Health and Safety Act of Ontario.