Project Coordinator, PMO

3 days ago

Whitby, Canada Ontario Shores Centre for Mental Health Services Full time

***
The Project Coordinator position reports to the Manager, Project Management Office (PMO). The primary objective of the Ontario Shores Centre for Mental Health Sciences (Ontario Shores) PMO, is to deliver project and change management oversight and expertise, in order to further Ontario Shores Mission, Vision, Values and Strategic Directions. This role will be allocated 50% to support the Research Chair in Applied Mental Health and Manager, Research and Academics. The successful incumbent is responsible for the overall coordination of a newly-funded, multi-site research initiative and will work collaboratively with a range of project stakeholders including Knowledge Users, Researchers, trainees and project partners both within Ontario Shores and with external organizations. In support of the PMO, the successful incumbent will be involved in all aspects of assigned projects. Using initiative and problem-solving, they will be able to address issues and risks proactively. They will support Project Managers on projects as well as take on the management of smaller projects

**KEY DUTIES AND RESPONSIBILITIES**
- Develop and operationalize the project charter, monitor and manage the project and research/development progress and deliverables
- Plan and facilitate knowledge mobilization events, coordinate meetings with stakeholders and presentations
- Prepare ongoing communications with partners, knowledge users and key stakeholders
- Coordinate social media presence for the initiative, and lead the development of communication materials and knowledge products such as podcasts, infographics, manuscripts and conference presentations.
- Develop and submit progress and final reports to funding agencies based on proposed deliverables and project timelines.
- Ensures resources and information for projects are available including notifications of new grant funding and publication opportunities.
- Acts as central point of communication and coordination for a project involving multiple leads and research personnel.
- Coordinates collection of data and other information required for routine reporting to the funding organizations
- Identifies action items and supports committees and members to establish and meet timeline targets and milestones.
- Creates tools and resources to enable functions of all stakeholders.
- Coordinates meetings and timely delivery of projects.
- Coordinates manuscript submissions for publication.
- Coordinate activities for projects including meeting logistics, preparation and distribution of material and attending meetings to capture specific updates for project deliverables
- Support development and monitoring of the overall project plan and reporting of milestone of progression
- Support ongoing monitoring to ensure the work being done by the project team aligns to the scope, objectives and milestones
- Support task groups/project team meetings as required
- Collect data to support decision making, reporting requirements and evaluation
- Support in identification of risks or issues to be flagged and the mitigation plans to progress to resolution
- Collaborate in the development and implementation of a project communication plan
- Work collaboratively with the project team, and external stakeholders to ensure success of the initiative
- Support development and maintenance of project documentation
- Responsible to recognize and report patient, staff, and environment safety issues, identify and implement preventative and corrective actions, within the scope of this role.
- Other duties as required.
- Qualifications Required and Preferred**QUALIFICATIONS REQUIRED AND PREFERRED**
- An undergraduate degree in a related field.
- Minimum of 3 years experience in healthcare project coordination roles, preferably in an academic environment with aging innovations, research management, knowledge mobilization, methodologies, and/or complex initiatives
- Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) certification an asset

**KNOWLEDGE AND SKILLS**
- Established competency in leading, managing and implementing projects.
- Possesses hands-on skill in project management practice standards and tools.
- Experienced in organizing large-scale gatherings or knowledge mobilization events involving academic and community stakeholders.
- Expert working knowledge using Microsoft Office product suite required.
- Demonstrated experience managing projects across full lifecycle.
- Recognized ability to work effectively and independently on multiple simultaneous tasks to lead change with mínimal direction or supervision.
- Sound organizational and project planning proficiencies with the ability to initiate, plan and execute multiple activities to meet tight deadlines.
- Able to work under pressure and manage change in a fast-paced environment.
- Flexible, adaptable, proactive and resourceful, can tailor your approach to fit different organizational cultures and leadership styles.

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