Administrative and Project Coordinator, The Equity

4 weeks ago

Ottawa, Canada Canadian Medical Protective Association Full time

**ADMINISTRATIVE AND PROJECT COORDINATOR, THE EQUITY, DIVERSITY, AND INCLUSION OFFICE**

**CONTRIBUTING TO THE CMPA**

Equity, diversity, and inclusion (EDI) are vital to healthcare. Members and patients experience racism and inequities which can significantly affect physicians, threaten patient safety, and create medico-legal risk. The EDI Office is committed to identifying systemic barriers, equity gaps and institutional processes and practices and to addressing these through the EDI Strategy implementation and EDI assessment and measurement.

The EDI Office supports the implementation of CMPA’s EDI strategy as a critical element of the Association’s new strategic plan. The EDI Office fosters and supports an environment of equity and inclusion across teams at the CMPA, provides strategic-level guidance and advice, and helps to increase capacity for EDI initiatives and programs. The EDI Office works cross-departmentally to support organizational understanding, action and engagement for EDI and antiracism, and it works collaboratively with internal and external stakeholders and partners for the organization to realize its EDI goals. The EDI Office aims to nurture a workplace culture that embodies a strong sense of inclusion and belonging, and build processes, programs, and practices through an equity lens, and supports the work of the whole organization including its employees, the Council, and the CMPA members.

**POSITION OVERVIEW**

Reporting into the Strategic Lead of the EDI Office, the Administrative and Project Coordinator provides comprehensive support and coordination to the EDI Office. The incumbent plays an integral role in promoting and maintaining open lines of communications between the Strategic Lead, and internal and external stakeholders to ensure efficient and effective operation. The Coordinator provides support for and coordinates various meetings, including planning and preparing documentation, reports and presentations; liaises with meeting participants; and tracks and follows up on action items. This role also provides coordination and support to departmental projects and programs as assigned by ensuring timely and accurate updates on project milestones and project reporting, effectively collaborating with project team members, and maintaining core project documents.

**POSITION ACTIVITIES**

**Administrative Support**
**and Coordination**
- Works closely with the Strategic Lead to keep well informed of upcoming commitments and responsibilities. Coordination of the Strategic Lead’s Outlook calendar. Prepares agendas, presentations, and briefing materials required for meetings and appointments.
- Prioritizes and follows up on incoming issues and concerns addressed to the Strategic Lead, including those of a sensitive or confidential nature. Works with Strategic Lead to determine appropriate course of action, referral or response.
- Coordinates the organization of internal and external meetings and presentations. Acts a liaison for meeting participants.
- Organizes travel arrangements for the Strategic Lead, booking rooms, creating and circulating meeting materials, logistics and catering if required.
- Plans, coordinates and distributes meeting packages and minutes for meetings related to the EDI Office.
- Tracks, processes, and reports on the Strategic Lead’s expenses and activities. Tracks operational and special project budgets as needed and assigned, including preparation of financial reports as needed.
- Writes, prepares and distributes various documents, including correspondence and reports.
- Coordinates and maintains the stakeholder engagement files for the EDI Office
- Supports the onboarding of new team members, including coordinating with IT, creating an onboarding plan, booking onboarding meetings, etc.
- Maintains departmental file structure, retention and disposition process, and advises colleagues on file management issues and document maintenance.
- Coordinates learning and teambuilding activities for the EDI Office.

**Project**
**and Program**
**Coordination**
- Develops and maintains documentation related to project/program milestones and deliverables for the EDI Office.
- Tracks and communicates important dates and action items for projects, programs, and deliverables for the EDI Office.
- Coordinates, and facilitates where appropriate, project team meetings, working group meetings, and team huddles.
- Composes and distributes meeting minutes to all project team members and stakeholders, as required
- Undertakes other project tasks as required

**EDUCATION AND EXPERIENCE**
- Diploma or Certificate Program (2-3 years) in business administration, or other related field
- A minimum of 4-6 years in an administrative position; experience supporting senior leadership is preferred
- A minimum of 2-4 years of project coordination in a professional work environment
- Demonstrated experience coordinating meetings and events in a corporate environment, including bookin

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