United States onlyThis is a remote position.
The Client requires a Project Coordinator (PM2) to support the CIS Program. The role of Project Manager provides strategic oversight and direction to Project Coordinators and other TMO support staff, ensuring the quality and consistency of all TMO deliverables.
Key responsibilities include assisting developing and maintaining reporting cycles, maintaining documentation standards (e.g., Terms of Reference, membership tracking, SOP’s, Governance workflows, Project schedules and forecasts, data analysis and reporting, Etc.), and ensuring coordination between clinical, project, and Symbio leadership. The Project Coordinator plays a critical role in risk identification, process adherence, and the integration of the importance of governance decisions across all project workstreams.
The Project Coordinator will be required to work closely with all other program streams and lead to ensure standardized governance processes and tools are followed across all working groups and committees.
With the support of the rest of the Transformation Management Office, Clinical Team Leads, and Project Coordinators, the Project Coordinator will be responsible for:
- Supporting compliance with the Symbio governance framework by ensuring standardised governance processes, tools, and documentation are consistently applied across all working groups and committees, in collaboration with Governance Project Managers and administrative support staff.
- Coordinating approved changes to Working Group membership, including timely updates to Terms of Reference (ToRs), distribution lists, governance documentation, and system access.
- Supporting governance bodies by assisting with meeting coordination, calendars, agendas, and documentation of outcomes, ensuring alignment with program objectives.
- Maintaining accurate tracking and documentation of governance artefacts across workstreams, including decisions, actions, risks, issues, and reporting metrics.
- Supporting financial, resource, and compensation reporting by collecting, validating, and maintaining data related to labour costs, contractor participation, resource utilisation, and approved budgets, and contributing to basic financial analysis and variance reporting.
- Supporting resource and contract management activities by maintaining records of assigned resources and contractors, tracking contract periods and deliverables, and coordinating onboarding and offboarding activities in collaboration with Project Managers and TMO leadership.
- Contributing to the preparation and delivery of monthly, quarterly, and ad hoc governance and program reports, including attendance tracking, working group status, decision and action tracking, and resource and utilisation reporting.
- Ensuring governance, financial, and resource data is accurately maintained within applicable systems and repositories, including JIRA and shared drives, in accordance with established standards and processes.
Requirements
Mandatory Requirements
- Post-secondary education in a health-related field (e.g., health sciences, health informatics, public health, or a related discipline).
- Consideration will also be given to candidates with equivalent training and relevant experience supporting clinical information system (CIS) projects or digital health programs.
- Must have 2+ years of demonstrated experience in a project coordination or project support role, supporting project documentation, stakeholder/group coordination, and reporting within a complex program environment.
- Experience should include:
- Drafting, maintaining, and version-controlling project documentation such as Terms of Reference (ToRs), standard operating procedures (SOPs), meeting materials/minutes, workflows, and templates.
- Coordinating stakeholder groups (e.g., working groups, committees, or cross-functional teams), including scheduling, agenda preparation, and materials distribution.
- Maintaining membership/participation tracking and distribution lists to support effective engagement and communications.
- Maintaining decision, action, issue, risk, and dependency logs, and tracking follow-ups to closure.
- Contributing to regular and ad-hoc reporting, including basic data analysis and visual reporting (e.g., maintaining trackers, performing trend/variance analysis, producing summary tables/charts, creating KPI/RAG status dashboards, and preparing weekly/monthly status reports).
- A minimum of two (2) years of experience in a project coordination role supporting project planning and schedule management in a complex program environment.
- Experience must include developing, updating, and maintaining project schedules (e.g., integrated master schedules or workstream schedules), tracking milestones and deliverables, managing dependencies, supporting forecast date updates, identifying schedule impacts/risks, and producing schedule/status outputs for stakeholders.
Scored Requirements
- Demonstrated experience supporting project planning, coordination, and delivery activities in a healthcare or similarly complex environment. This includes coordinating project tasks, preparing project materials, and working with multidisciplinary teams (e.g., Business Analysts, stakeholders, clinical/operational leads, and executive staff). Experience may include supporting standardized project workflows, documentation, and reporting in a technology-enabled or clinical setting. 1–2 years
- Demonstrated experience in a project coordination or project support role within clinical or health service transformation projects or other complex programs, including:
- Drafting, maintaining, and version-controlling project documentation such as Terms of Reference (ToRs), meeting minutes, standard operating procedures (SOPs), workflows, templates, and trackers.
- Coordinating recurring and ad-hoc meetings (e.g., scheduling, agenda preparation, materials distribution) and tracking actions/decisions to closure.
- Supporting stakeholder engagement logistics (e.g., maintaining distribution lists or membership/participation tracking, coordinating inputs, and managing follow-ups).
- Contributing to reporting and basic data analysis (e.g., maintaining trackers, performing trend/variance analysis, producing summary tables/charts, creating KPI/RAG dashboards, and preparing weekly/monthly status reports).
- Provide examples of the above (project context, your role, tools used, and outcomes). 1–2 years
- Experience in a project coordination role with a strong focus on project schedule management in a large or complex organization. Demonstrated ability to:
- Develop, update, and maintain workstream and/or integrated project schedules, including milestone plans and deliverable tracking.
- Manage and document dependencies, identify schedule impacts and risks, and support forecast date updates based on progress and inputs from leads.
- Produce schedule and status outputs for stakeholders (e.g., milestone dashboards, look-ahead plans, critical path highlights, and variance explanations).
- Provide examples that show attention to detail, timeliness in updates, and collaboration with internal stakeholders. 1–2 years
- Candidate can demonstrate bilingualism in French and English (Written and verbal), able to lead engagement, communications, and training initiatives in both languages.
- Candidate demonstrates a strong proficiency of Microsoft Office 365 suite (Excel, Word, PowerPoint, Visio, Outlook, Teams), Zoom, and Atlassian’s JIRA for tracking actions, decisions, and access requests in a workplace setting with hands on experience.
- Candidate has formal training in Project management methodologies, such as Prosci, APMP, Lean Six Sigma or process improvement training, or equivalent, with the ability to apply structured approaches to organizational Project.
