Stakeholder Relations

**JR101955**

**Stakeholder Relations & Advisory Committee Coordinator**

**Location: Toronto-661 University**

**Department: Strategy and Stakeholder Relations**

**The Role**:
To lead the coordination of the work of PHO’s external advisory committees and stakeholder relations projects and processes across multi-functional areas of PHO as well as with external stakeholders.

**Key Responsibilities-**
- Lead the day-to-day coordination of enterprise stakeholder relations processes related to requests for scientific and technical advice and audits/reviews, as well as PHO advisory committees.
- Leads all aspects of coordination including tracking activities, deliverables, timelines and accountabilities.
- Prepares agendas, annotated agendas, meeting minutes for technical scientific committees. Develops briefing notes, presentations and other written materials for PHO advisory committees.
- Conduct the logístical support aspects for committees, including working with internal and external stakeholders on complex scheduling to identify opportune meeting time options for senior participants, booking meetings (virtual and in-person), issuing meeting invitations to members and guests, and timely distribution of meeting materials.
- Manage the flow of information, including requests, to other PHO staff in consultation with the Manager and leads the coordination of inputs from other areas of PHO for enterprise stakeholder relations processes, as well as PHO advisory committees.
- Provide guidance to internal and external stakeholders on committee governance and best practices.
- Support management in preparation of reporting on progress and implementation of evaluation findings for enterprise stakeholder relations processes, as well as PHO advisory committees.
- Coordinate the flow of information to stakeholders to provide updates on progress related to for enterprise stakeholder relations processes and PHO advisory committees, as relevant.
- Ensure that all initiatives adhere relevant PHO process and policies and/or provincial requirements, and proactively identifies problems including developing risk mitigation strategies, by bringing these issues to the attention of the Manager.
- Recommends specific priorities to the Manager and develops, implements and evaluates approved projects and processes.
- Develops written material including presentations, reports and summaries related to the initiatives arising from various sources of information.
- Represent PHO at meetings and other activities with external stakeholders related to enterprise stakeholder relations processes, as well as PHO advisory committees.
- Work with internal colleagues in other areas on enterprise stakeholder relations processes, as well as PHO advisory committees, as relevant.
- Manages document and processes on SharePoint related to enterprise stakeholder relations processes and PHO advisory committees to ensure systems are set up to orderly archive and access relevant materials.
- Document business processes and develop plans and training materials to ensure consistency of business practice and suggesting areas for improvement in internal processes along with possible solutions.
- Maintain confidentiality for sensitive files related to enterprise stakeholder relations processes and PHO advisory committees.
- Performs other duties as assigned.

**Knowledge and Skills-**
- Knowledge of project management methodologies and techniques to coordinate all aspects of the projects from inception to implementation/completion/evaluation, such as project charters, critical paths and milestones, work schedules, roles and responsibility charts, etc. with meticulous attention to detail.
- Skills and ability to conduct environmental scans, consultations and information analysis to inform development.
- Understanding of Canadian public health and healthcare systems to know where to find information sources, such as when undertaking jurisdictional scans and evaluative surveys.
- Interpersonal, leadership, teamwork and relationship building skills are required in order to maintain effective linkages with all levels of contacts both internal and external to PHO.
- Organizational, time management, and priority-setting skills in order to organize and coordinate processes for multiple committees, projects and processes concurrently.
- Sound judgement and ability to escalate issues to Manager.
- Skill and ability to work under pressure and respond to deadlines in a fast-paced environment.
- Skill and expertise in working in a matrix management structure and within cross disciplinary
- teams.
- Skill and ability to develop minutes, proposals, reports, and presentations.
- Problem-solving skills and negotiation skills to ensure that deliverables are completed on time.

**Education and Experience-**
- Baccalaureate degree in Public Health, Sociology, Health Administration or related discipline.
- Project Management Certification or equivalent.
- A Master’s degree (in Pu