Job Summary & Requirements

Reporting to the Manager, Project Management Office, the Project Management Coordinator is a vital member of the Project Management Team, responsible for leading lower-complexity projects and driving quality improvement initiatives while supporting project implementation at every stage.

This role calls for a self-directed, analytical, and organized individual.

The Project Management

Coordinator will collaborate closely with both internal members of Team RVH and external partners as needed to align with the organization’s strategic directions and priorities.

The Project Management Coordinator takes the lead on planning and implementing projects and quality improvement initiatives. They guide team resources across the organization to ensure that project objectives are met on time and within budget, adhering to defined scope, timeline, and cost parameters.

Additionally, the coordinator will support Project Management Leads in planning, managing, and monitoring complex projects from concept through to implementation. They will effectively manage and support multiple projects and initiatives to fulfill the organization’s deliverables.

During critical implementation periods, the ability to work off-hours and/or non-business hours may be required.

The Project Coordinator

Lead position currently works on a flexible hybrid on-site / work-from-home model.

Responsibilities

Project Initiation

- Engage with the project sponsor and/or champion to clearly define the proposed project’s objectives, benefits, statement of work and alignment with organizational strategies
- Collaborate with departmental leaders to identify areas affected by the proposed project and how it connects with existing initiatives
- Lead the working group in researching the project subject matter, benchmarking with other organizations to gain insights into best practices, and assess the feasibility of the proposed project
- Develop strong working relationships with internal and external stakeholders, including staff, leaders, physicians, vendors, regional partner hospitals and other external organizations
- Lead the working group in the development of a high-level budget,



timelines and milestones for the project
- Provide support as needed for Project Management Leads with all activities listed above

Project Planning
- Lead the Project Team to clearly define the project scope, objectives, deliverables and performance measures
- Confirm and validate the resources required for the project, collaborating with necessary leaders to ensure staff availability aligns with project timelines
- Develop a project organizational and reporting structure and establish team member accountability by facilitating the creation of a Team Terms of Reference
- Create the project work breakdown structure, including: defining the required activities, developing a logical activity sequence, assigning specific resources, obtaining activity durations and creating the master project schedule
- Develop a detailed communication strategy with project stakeholders and team, including determining how to engage stakeholders, key project messages and the ideal communication frequency and format. Correlate all of the data to write the Project Communication Plan
- Identify project risks, constraints and dependencies in collaboration with project team; analyze the likelihood and impact of each risk and develop an appropriate mitigation strategy
- Lead and support workflow process mapping sessions with project teams and stakeholders
- Provide support as needed for Project Management Leads with all activities listed above

Project Execution
- Organize and plan project team meetings to review progress and ensure that tasks are completed on-time and within budget and address where appropriate
- Motivate and mentor project team members to create a high-functioning and efficient team addressing performance issues where appropriate
- Manage conflict resolution within the team




- Provide appropriate and timely communication to the various stakeholders groups, e.g. deliver status update presentations to the project teams
- Identify, track and communicate issues/variances as they arise and escalating critical items
- Prepare and deliver project status reports to the sponsor and champion
- Provide support as needed for Project Management Leads with all activities listed above

Project Closing
- Oversee transition of project work to operational workflow
- Obtain final acceptance from project customer
- Conduct post-implementation review, using a gap analysis approach to ensure that project goals were achieved, stakeholders were satisfied and identify outstanding tasks and lessons learned
- Write and distribute final project reports and archive project documentation
- Provide support as needed for Project Management Leads with all activities listed above

Education
- Diploma or Degree in Health Administration, Business, Leadership, Quality Improvement, or Project Management
- Certified Associate of Project Management (CAPM) and/or Project Management Qualified (PMP) designation preferred
- Change Management certification preferred
- Lean, Six Sigma, or other Quality Improvement certification preferred

Experience
- About 3 years' experience building and maintaining effective team and working relationships

- About 3 years' experience in a similar role, preferably in a complex healthcare setting

- Evidence of continuing education in related fields

Competency
- Ability to engage partners at all levels of the organization
- Ability to delegate and assign work to resources
- Ability to use conflict resolution tools and techniques
- Change management skills
- Understanding of budgets and fiscal responsibility
- Demonstrated skills in coaching, mentoring, facilitation and team building
- Proven negotiation skills
- Independent decision making abilities
- Effective communication and presentation skills
- Proven critical thinking and problem solving skills
- Demonstrated leadership ability

Exhibits the core values of Royal Victoria Regional Health Centre: Team up, Be kind, Do great things, Inspire Trust and Be bold

📌 Project Management Coordinator (Barrie)
🏢 Royal Victoria Regional Health Centre
📍 Barrie