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Job Description Program Coordinator en

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38 views

Job Description Program Coordinator en

Uploaded by

sportstavka2
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 3

JOB DESCRIPTION

Job Description
Job Title: Program Coordinator

Job Category: Operational Support

Reports to: Senior Program Lead or Director

SUMMARY
The Program Coordinator holds three main areas of responsibility: (1) provide a high level of
administrative support to the Director/Senior Improvement Lead as well as to their respective
team; (2) manage and coordinate events and projects in the program area, including online
programming and meetings that facilitate evidence-informed innovation in healthcare
organizations and that link healthcare leaders who are central to HEC’s strategic priorities; and
(3) provide general program support and coordination to the team including preparation of
briefing materials to support planning and program development.

DUTIES & RESPONSIBILITIES

• Maintains Director/Senior Improvement Lead meeting schedules, project deadlines, etc.


• Takes minutes at a very fast pace, for email, letters, proposals.
• Drafts, proofreads, and edits correspondence and other material for review/signature.
• Reconciles all travel authorization forms, expense claims and credit card payments
regularly and keep a continuously updated expense report as required.
• Coordinates internal and external meetings, speaking engagements and conference
attendance, and travel arrangements, prepare presentations and speeches and screen
incoming calls, emails and correspondence and respond independently when possible.
• Manages, oversees, and communicates externally with vendors to coordinates events,
such as online programming and meetings (includes organizing workshop planning and
debrief meetings.
• Provides the administrative support for the online learning platform, including taking the
lead on content posting, solving technical problems for participants, and informing
and implementing design components of the online learning site.
• Schedules and attends virtual meetings via Microsoft Teams or Zoom. Provides basic
support and troubleshooting to invitees/ participants such as challenges accessing virtual
meetings, resolving audio/ video difficulties, sharing screens, and managing meeting roles
and permissions.
• Responsible for the preparation and delivery of virtual events within the program area. As
a member of the Virtual Event Production Surge Capacity team, may be called upon to

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JOB DESCRIPTION

support/deliver virtual events on behalf of other programs or teams in the planned or


unplanned absence of a producer or where sufficient production support does not exist
within a team.
• Updates and maintains database contacts.
• Develops, documents and coordinates action items and processes related to program
management activities, as well as processes related to new tools and strategies for
improved collaboration and discussion.
• Coordinates projects and tasks related to program development, program evaluation,
committees, and similar initiatives, including identify upcoming project milestones and
ensuring deadlines are met.
• Provides information to inform and support project and event budget developments,
tracks project budgets, and ensures budget reconciliation.
• Assists with the collection, compilation and synthesis of information required for
projects, drafting of project descriptions and terms of reference, and the preparation of
reports and information summaries.
• Assists with the coordination of internal and external dissemination of information
regarding program activities.
• Coordinates activities related to communication and promotion initiatives.
• Coordinates and implements stakeholder consultation activities, including scheduling
meetings, gathering, and compiling answers from consultation.
• Updates and maintains contact management systems and other databases with relevant
and appropriate program area contacts.
• Provides and prepares information for corporate reporting and annual operational and
budget planning.
• Manages program files and document program activities and timelines
• Periodically acts as back-up to other Program Coordinators or Program Leads.
• Other duties as assigned.

EDUCATION & EXPERIENCE

• College diploma in office administration, business administration, or a related field is


required.
• Minimum of two (2) years progressive experience in a fast-paced environment is required,
preferably in healthcare or a not-for-profit organization.
• Bilingual in French and English is preferred (English communication skills at Advanced “C”
level required).
• Advanced computer software skills in Microsoft Office suite and virtual environment are
required.

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JOB DESCRIPTION

• Demonstrated ability working in health and healthcare, particularly quality improvement, or


patient safety is preferred.

SKILLS & COMPETENCIES


• Highly developed interpersonal and problem-solving skills.
• Excellent project management skills including the ability to plan and the ability to
collaborate with other teams and across the organization.
• Excellent oral and written communication skills.
• Demonstrated time management skills. Well organized and attentive to detail.
• Professional tact and diplomacy and confidentiality required.
• Ability to work well in a dynamic and highly motivated team.

MANAGEMENT/SUPERVISORY AND ADVISORY RESPONSIBILITY


Direct Supervision: No direct/ indirect reports.

Provides functional advice: Related to programming inquiries to other members of the team and
to staff as required.

CONTACTS
Internal: Establishes and maintains effective relationships with all employees at all levels.
External: Maintains effective relationships with vendors and suppliers.

EFFORT & WORKING CONDITIONS


Effort: Regularly required to manage several tasks simultaneously over an extended period, and
juggle multiple competing priorities with occasional urgent situations.
Working conditions: May be required to engage in local or overnight travel. Is required to
occasionally extend hours of work to meet work demands and occasionally expected to work
evenings and weekends during peak periods. Frequently interrupted.

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