Engagement Coordinator

Location: Virtual Employment Opportunity with in-person team meetings a few times per year, for a maximum of 3 consecutive days

Reports to: Director, Partnerships and Priority Initiatives, or their designate

About Health Workforce Canada

- Health Workforce Canada is a pan-Canadian, not-for-profit organization dedicated to transforming health workforce planning across Canada. The organization was launched in late 2023 with a mandate to be a catalyst for system transformation of health workforce planning in Canada. We do this by advancing health workforce data and information, forecasting and modelling, sharing innovations that are working well across the country, as well as to connect the many stakeholders in health workforce planning across Canada and internationally to strengthen collaboration and collective action.

Health Workforce Canada is focused on supporting leaders in the health system to co-design health workforce planning solutions that will achieve a better system for tomorrow. This work includes a health workforce conference, as well as targeted priority health workforce planning initiatives with leaders across Canada and the health system.

Reporting to the Director, Partnerships and Priority Initiatives, the Engagement Coordinator provides end-to-end coordination and operational support to advance the PPI portfolio. The role supports engagement planning and delivery by managing engagement requests (including intake processes and CRM tracking), administering engagement update meeting cadence and follow-ups, and serving as a first point of contact through the general info@ mailbox.

The Engagement

Coordinator also provides logistics-led support for priority initiative activities and events (including travel, accommodations, venue and vendor coordination), prepares and coordinates inputs for board materials, manages translation requests and quality review, maintains PPI SharePoint information management practices, and supports budget tracking across workstreams.

Duties and Responsibilities

Engagement Operations, Calendar Management and Meetings

- Using a high level of initiative, discretion and judgement, administers and coordinates engagement operations and administrative support for the Partnerships and Priority Initiatives (PPI) team, as required.

- Schedules internal and external appointments and meetings for the PPI team; supports event and meeting logistics (e.g., venue, travel,



accommodation and other arrangements); and maintains accurate records and a filing system (shared and department) ensuring documents are accessible and secure.

- Manages the general info@ mailbox and engagement inquiries, screening and routing requests to the appropriate lead(s), consults with staff in drafting acknowledgements and interim replies (in English and French) as appropriate, and ensuring follow-up is tracked and completed in a timely manner. Demonstrates a warm, open and skilled approach, and escalates sensitive inquiries to leadership promptly.

- Collaborates effectively with the coordinator network and administrative support staff across Health Workforce Canada, and with external partners and vendors, to coordinate engagement activities and share best practices.

Engagement and Priority Initiatives Support

- Maintains the engagement tracker, contact list, and conference lists (e.g., 2026 and 2027 as applicable), ensuring information is accurate and up to date.

- Supports the development and implementation of an engagement request intake process; tracks requests in the CRM tool; contributes to ongoing CRM content build; and supports roll-out and adoption across the organization.

- Maintains the engagement update meeting cadence, including agendas, pre-reads, action items, and meeting notes; brings engagement requests forward to leadership by organizing and presenting request summaries; and ensures follow-ups are clear and tracked.

- Provides presentation and document development support for the Partnerships and Priority Initiatives team as needed.

- Provides logistics-led support for PPI events and priority initiatives (e.g., Rural and Remote; Bridging Education), including venue coordination, travel, accommodation, catering, and other arrangements, and liaises with vendors as needed.

- Tracks and manages operational details across workstreams (e.g., invitations, advisory group lists, deadlines, schedules, and budget inputs). Provides dedicated symposium coordination support in collaboration with the symposium lead(s),



including maintaining the conference listing; coordinating venue selection and vendor(s); supporting registration/RSVP and attendee communications with an external vendor; tracking speakers, sessions, and materials requirements; coordinating travel and accommodations.

- Coordinates French translation needs for the PPI branch, including submitting requests, tracking timelines, completing quality reviews, and ensuring translation inputs support accurate invoicing and reconciliation. Translates short updates/information as appropriate.

- Prepares drafts of board briefing notes and board reports; coordinates input and translation requests as needed; and ensures key timelines and deadlines are visible in team calendars for review and approval.

- Tracks budgets and expenditures for PPI work (e.g., Rural and Remote, Bridging Education, and Symposium) and supports team planning and presentations for internal events/offsites (e.g., team advance/trade show), including basic slide formatting and design support as needed.

General Administrative Duties

- Participates on special projects by assisting PPI team leads with planning, coordination, and follow-up for engagement, partnership, and priority initiative activities undertaken by the organization.

- Sets up and maintains the PPI SharePoint site, including folder structure, document management practices, and onboarding guidance, as required.

Knowledge and Experience

- Education at the post-secondary level or equivalent related education/experience.

- Minimum 5 years related administrative experience at a senior level.

- Proven organizational ability and ability to work in a fast-paced environment.

- High degree of initiative, discretion and tact.

- Strong interpersonal skills and ability to network and collaborate with both internal and external stakeholders.

- Tech savvy with demonstrated depth of experience in technology (Microsoft Office Suite) and a demonstrated ability to effectively and responsibility incorporate AI into day-to-day work.

- Effective verbal and written communications skills.

- Experience coordinating engagement activities and events, including logistics (venue, travel, accommodations), vendor coordination, and maintaining accurate participant/contact records.

- Fluency in both official languages is mandatory.

- Ability to meet travel requirements.

Last Revision: September 25, 2026

📌 Engagement Coordinator (Ottawa)
🏢 Health Workforce Canada
📍 Ottawa