EOI-Project Coordinator

Job Description

Title: Project Coordinator (Clinic Relocation)

Reports to: Manager, Midtown Kingston Health Home

Position Type: Contract, Casual (6 months, up to 10 hours weekly with the need to move to full-time 3-4 weeks prior to the clinic relocation)

Salary: $ $33.17/hour

Vacancy Status: New Vacancy

Location: Kingston

Position Summary

The Clinical Project Coordinator will play a key role in planning, organizing, and executing the relocation of Midtown Kingston Health Home to it's new, permanent location at 315 Queen Mary Road. This position is responsible for ensuring that all aspects of the move are planned, organized and completed on time, within budget, and with minimal disruption to patient care and staff operations. The coordinator will serve as the central point of communication with city landlord, vendors, clients/community, and internal teams such as IT services, and Midtown primary care team.

The Clinical Project Coordinator is responsible for a wide range of administrative and logistical duties such as scheduling, developing project timelines, client communications, contracting movers, and supporting staff teams through the physical move. The Clinical Project Coordinator will ensure the new space is set up in accordance with OHS requirements and compliance with relevant policies and procedures (e.g., considerations for safety, infection control. The Coordinator will work closely with the Manager of Primary Care at Midtown, and the Director of Clinical Services who remains the organizational lead overseeing the clinical sites, team, and successful relocation to the permanent clinical site.

Key Responsibilities 

Project Planning, Coordination, Implementation

• Develop and maintain a detailed project timeline for the clinic move outlining all aspects of the move, including communication plan with clients.
• Coordinate logistics for moving equipment, furniture, IT systems, and medical supplies.
• Contract a moving company
• Set up (or transfer) accounts with all vendors or contractors (ie lifelabs, stericycle, shred it, etc)
• Coordinate transfer and set up of offices between sites
• Ensure compliance with healthcare regulations and safety standards during the transition.
• Develop a proposed budget for the move, monitor budget and track set up costs.
• Purchase any additional furniture, equipment or supplies needed to complete set up.
• Support OHS reps in establishing safety protocols, emergency response plans (ie evacuation) etc.
• Work with WTC and facilities to ensure security features (fobs, panic alarms, building alarms) are set up and assigned to staff.

Communication

• Act as a direct liaison with clinic leadership, staff, community and clients in regards to details of the relocation.
• Strike a clinic relocation working group with key informants/partners, and schedule and lead regular project meetings, providing updates and addressing issues promptly
• Ensure meaningful staff and client/community involvement in the planning and execution of the move .
• Participate in clinic team meetings to provide status updates as needed.
• Lead the resolution of any building or relocation related issues or challenges in a timely and professional manner.
• Work with landlord and other tenant to establish process for garbage removal and outside maintenance needs.
• Plan and execute a public grand opening celebration with media and key partners
• Identify potential risks and develop mitigation strategies.
• Work with clinic manager to ensure contingency plans are in place for critical services during the move.

Administration

• Prepare regular status reports and progress updates on project timelines or budgets as requested.
• On-site lead for any staff issues or general concerns related to the move
• Maintain a log of any deficiencies with the new building and liaise with city contractor to rectify.
• Develop a repository of all newly established accounts and vendors and related contracts (ie lifelabs, shred it, Stericycle).
• Oversee setup of the new site, including utilities, IT infrastructure, and clinical spaces.
• Coordinate testing of systems and equipment prior to opening.
• Support staff orientation and training for the new location.
• Support IT with the set-up and networking of all tech related devises ie printers, exam room computers, etc.
• Demonstrate appropriate attention to detail and strong time management skills
• On occasion, perform other temporary duties as required.

Organizational Responsibilities

• Comply with all relevant legislation and KCHC policies, including privacy laws
• Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)  
• Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
• Supports consistent application and development of KCHC policies and procedures
• Supports KCHC's student and volunteer placement programs
• Promotes awareness of and participation in KCHC activities
• Demonstrated commitment to continuous learning and quality improvement
• On occasion, perform other temporary duties as required

Basic Education and Experience Requirements

• Undergraduate degree in relevant discipline (or combination of education and extensive related experience;
• 3+ year' program coordination or project coordination experience with progressive responsibility in community or health setting;
• Experience in project or program development, implementation, monitoring, and evaluation;
• Formal training or demonstrated experience using quality improvement techniques is an asset.

Knowledge, Skills and Abilities

• Evidence of high levels of organization, time management and communication skills, (oral and written, for a variety of audiences);
• Ability to work cooperatively and problem solve using effective negotiation and people management skills in a team based environment;
• Proficiency in the use of computers and relevant software applications, including EMR (Telus PS Suite), MS Office and Online Appointment Booking systems.
• Strong planning skills. Ability to develop and achieve measurable improvements/ outcomes on a project basis;
• Ability to work in a fast-paced environment requiring on-going priority setting, multi-tasking situations and frequent interruptions;
• Awareness of, and ability to support, provincial and federal privacy regulations;
• Demonstrated ability to attend work on a regular basis and meet the physical demands of the position;

Other Requirements

• This position may require rare and occasional evening and weekend work, as necessary;
• This position is eligible for a hybrid working schedule (work from home, work from the office and work from outreach locations, as needed).
• Current and satisfactory Criminal and Vulnerable Persons Check;
• French or other language skills are an asset.
• Valid Driver's Licence, Driver's Abstract and proof of vehicle liability insurance as this is a requirement under KCHC's insurance provider (HIROC)

As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession. All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with  other staff and clients.

At Kingston Community Health Centres (KCHC), we understand that the work of Equity, Diversity, Inclusion, Indigeneity, and Accessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.

We actively encourage individuals from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, persons with disabilities, and those who identify as members of the 2SLGBTQI+ communities, to apply to KCHC. Our commitment to EDIIA is a living practice, one that evolves as we grow and learn together. We pledge to contribute to building a system that is equitable, diverse, inclusive, accessible, and welcoming for all. 

KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees. If you require accommodation to fully participate in the hiring process, please notify Human Resources.

Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4