Senior Project Coordinator

2 months ago

Calgary, Alberta, Canada S.i. Systems Full time
Job Summary

S.i. Systems is seeking a highly skilled Senior Project Coordinator to provide governance coordination support for the SaferCare project. This role will work closely with the project management team and other key stakeholders to ensure the successful implementation of the project.

Key Responsibilities
  1. Committee Support
  • Review Terms of Reference and assist with the identification of committee members as required.
  • Coordinate with the Administrative Assistant to complete and maintain the membership spreadsheet as required.
  • Assist with preparing emails to potential members to request participation.
  • Assist with determining the committee meeting schedule.
  • Identify the meeting schedule for agenda preparation with co-chairs one week in advance of the committee meetings.
  • Initiate new committees if necessary.
Agenda Preparation
  • Assist with preparing draft agendas.
  • Coordinate the collection of agenda item presentations with presenters using the committee presentation template and ensure completeness and accuracy in time for distribution.
  • Review draft agendas with co-chairs one week in advance of meetings.
  • Provide advice regarding procedural matters such as quorum and e-voting.
  • Assist with the orientation of co-chairs and committee members.
  • Determine the facilitation style and decision-making technique needed for each agenda item.
  • Assist with the facilitation of meetings for the chair when more involved facilitation techniques are needed.
Committee Decisions
  • Ongoing review of the committee decision logs to ensure accuracy of information.
  • Update the decision log with outcomes of committee decisions.
  • Coordinate the collection of corresponding supporting documentation for current decision items from presenters, ensuring completeness and accuracy.
  • Coordinate the flow of decisions across committees as appropriate.
  • Monitor the decision-making pathways and identify and escalate any issues and delays.
Working Groups
  • Coordinate with co-chairs to determine the need for a working group.
  • Assist with the identification of a working group lead.
  • Assist with the determination of a working group liaison from the committee.
  • Liaise with the committee working group lead to review and monitor the progress of the working group against deliverables and timelines.
  • Assist with the facilitation of more challenging agenda items at the working group.

This role will work closely with the SaferCare management team and other key project roles to support the project governance process.

Scope of Work
  • Management of decision logs
  • Agenda preparation
  • Decision documentation creation and updates
  • Governance orientation to chairs, project team members and staff on governance processes & materials
  • Committee and working group initiation
  • Terms of Reference creation if required
  • Working group decision session facilitation
  • Committee and working group support

The successful candidate will provide these services remotely and in person, as required and on an as-needed basis. Seeking resource for the SaferCare project to provide governance coordination support for five current committees and several working groups and any potential new groups within the SaferCare project governance framework and within the current decision-making pathways.

If the number of committees or working groups changes or the governance structure is revised, this role will assist in revising processes and templates and support the committees and working groups through the transition. This role will coordinate the movement of decisions through the governance processes and structure to support timely decision making.

This role will also facilitate sessions with the project team and other subject matter experts or other NH reference groups to gather the necessary information and materials to support timely decision making. This role will report to the Director of Clinical Informatics and get direction from the RM of SaferCare, the CMIO, and the RM of Adoption and Implementations as well as the chairs of the committees.

The SaferCare project is a health authority's 10-year initiative to advance the use of the Cerner Millennium Electronic Health Record suite of modules for advanced functionality to support care such as clinical documentation, computerized provider order entry, capacity management, and the patient portal across acute, ambulatory, and long-term care. The committees and working groups represent the entire organization's services as this project will impact all areas of facility operations and support services. The committees cover corporate, technical, and clinical services.

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