Administration & Project Coordinator

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday 8:30 am to 4:30 pm

**Education Level**
Bachelor's degree in Business or related field of study

**Career Level**
Requires 4 years of relevant experience

**JD #**

JD1379

**Pay Grade**:
Grade 8

**Title**:
Administration and Project Coordinator

**Unit/Project Description**:

- For Department use only._

The Department of Family Medicine has over 240 staff and 1,500 faculty distributed throughout 8 teaching sites and surrounding communities, teaching 200 residents and over 650 other health professional learners annually, and serving over 1,000,000 patients within southern/south Central Ontario. It is a recognized leader in family medicine teaching, research and practice nationally and internationally, and we are currently seeking an Administration and Project Coordinator to work closely with and in support of our Chair and Director of Administration.

The Administration and Project Coordinator shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

**Job Summary**:
Provides project coordination, communications, public relations, stakeholder relationship management, workload management, process redesign, technological, analytical and administrative and analytical support and recommendations to the Chair, Director of Administration and other departmental leaders as required in a variety of areas. Coordinates Leads activities on the Chair's behalf. Responsible for overseeing the day-to-day operation of a Chair's Office within a department. Works independently with limited under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.

**Purpose and Key Functions**:

- Coordinate multiple concurrent projects, develop and maintain project plans, prepare project status reports and keep management, clients and other project stakeholders informed of the project’s status.
- Provide analytical and administrative support to the Chair, Director of Administration and other departmental leaders on a variety of departmental issues, projects, and programs.
- Act as a point person for all staff who support the Chair.
- Work with departmental/faculty leadership to define project components that must be completed to ensure the overall project goal is achieved.
- Work with all project stakeholders to obtain buy in and sign off to deliverables, time lines and implementation methods.
- Review and recommend project budgets, time lines and milestones for presentation to department/faculty leadership.
- Track and report on project progress between milestones.
- Ensure proper setting of priorities, problem resolution and incorporation of changing events and conditions into the project from business, technical and political perspectives.
- Ensure that project work occurs within established budgets and time lines and communicate all issues or problems to management and all stakeholders.
- Responsible for problems that arise in the course of projects. Responsible for change and its effects on project resources.
- Receive and respond to time critical issues.
- Ensure that all project work is effectively integrated into current systems.
- Ensure that projects meet specified requirements.
- Develop and maintain process documentation.
- Support development of project proposals and estimates.
- Take ownership of functional issues by identifying underlying problems, analyzing potential solutions and implementing system resolutions, including workarounds.
- Prepare detailed briefing materials for the Chair prior to meetings.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Chair.
- Keep track of assignments made to others for actions to be taken on the Chair’s behalf and ensure that deadlines for responses are met.
- Follow-up on and ensure appropriate implementation of decisions made by the Chair.
- Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
- Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
- Provide policy and procedure information

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