Needs a Project Coordinator (PC) to support project schedule management and general project coordination for the Clinical Information System (CIS) Program. The Project Coordinator will develop, maintain, and monitor integrated project schedules using dynamic forecast scheduling methodology, updating forecast dates as progress, dependencies, resource availability, and priorities evolve. Key responsibilities include coordinating schedule inputs across workstreams, tracking milestones and deliverables, identifying schedule variances and risks, and supporting timely reporting and follow-up. The role will also coordinate project meetings, maintain project documentation and action logs, and facilitate communication across clinical, project, and informatics teams to support alignment and project delivery.

The PC will work closely with all program streams and leads to ensure consistent scheduling practices, current forecasts, coordinated dependencies, and standardized project coordination processes and tools across workstreams.

With the support of the Transformation Management Office, Clinical Team Leads, and other Project Coordinators, the PC will be responsible for:

- Develop and maintain integrated project schedules for the Symbio Project using dynamic forecast scheduling methodology, incorporating workstream activities, milestones, dependencies, and resource availability. Coordinate regular updates with project managers, stream leads, and supporting staff.
- Update schedule forecasts to reflect actual progress, revised estimates, approved changes, and emerging constraints. Identify variances against planned milestones and coordinate follow-up on impacts to dependent activities and delivery timelines.
- Coordinate project meetings, logistics, agendas, materials, and documented outcomes, ensuring action owners and due dates are clear and follow-up supports project objectives and schedule commitments.
- Maintain project documentation and track deliverables, decisions, actions, dependencies, and risks across workstreams, escalating schedule constraints and outstanding items to the appropriate project leads.
- Prepare monthly, quarterly, and ad hoc project schedule and coordination reports, including:
- Current schedule forecasts, milestone status, and variances
- Workstream progress and deliverable status updates
- Decision, action, dependency, and schedule risk tracking
- Resource availability, scheduling constraints, and impacts on forecast timelines

- Maintain accurate and current project schedule inputs, status information, and coordination records in designated project tools, JIRA, and shared drives.

Deliverables

Candidate must deliver the following, to successfully complete the engagement:

- Develop and maintain integrated project schedules using dynamic forecast scheduling methodology, incorporating workstream activities, milestones, dependencies, and resource availability, with coordinated inputs from project managers and stream leads.
- Maintain current schedule forecasts reflecting actual progress, revised estimates, approved changes, and emerging constraints. Identify milestone variances, impacts on dependent activities, and schedule risks,



and coordinate follow-up and escalation with project leads.
- Coordinate project meetings and deliver meeting schedules, agendas, supporting materials, and minutes, documenting decisions and assigned actions with clear owners and due dates and following up to support delivery timelines.
- Prepare and distribute monthly, quarterly, and ad hoc project schedule and coordination reports summarizing forecast dates, milestone progress, schedule variances, deliverable status, dependencies, risks, and resource constraints affecting delivery timelines.
- Maintain accurate and current deliverable trackers and decision, action, dependency, and risk logs across CIS workstreams using standardized tools and templates, including JIRA. Coordinate follow-ups and escalate outstanding items to the appropriate project leads.
- Maintain consistently formatted and organized project documentation, schedule inputs, status records, SOPs, and coordination tools and templates in designated project tools, and shared drives to support centralized access and communication across workstreams.
- Support consistent scheduling and project coordination practices by collecting stakeholder feedback, monitoring schedule and action-tracking metrics, and recommending improvements to forecast updates, reporting, and coordination processes and tools.

Mandatory Requirements

Requirement

Required

Post-secondary education in a health-related field (e.g., health sciences, health informatics, public health, or a related discipline).
Consideration will also be given to candidates with equivalent training and relevant experience supporting large scale clinical information system (CIS) projects or digital health programs.

Yes

Must have 2 years of demonstrated experience supporting project schedule management using dynamic forecast scheduling methodology and general project coordination within a CIS program or similar clinical digital health initiative.
This includes:

- Developing, maintaining, and monitoring integrated project schedules, including activities, milestones, dependencies, and resource availability.
- Updating schedule forecasts using agile forecast scheduling methodology to reflect actual progress, revised estimates, changes, and emerging constraints.
- Coordinating schedule inputs across workstreams and preparing project status reports that identify milestone progress, schedule variances, dependencies, and risks.
- Coordinating project meetings, including scheduling, agenda preparation, materials distribution, meeting minutes, and follow-up on assigned actions.
- Maintaining project documentation and decision, action, and risk logs; tracking deliverables and follow-ups; and escalating outstanding items or schedule constraints to project leads.

2+ years

A minimum of two (2)



years of experience acting as a Coordinator overseeing and managing multiple stakeholder groups, multiple concurrent workstreams, governance groups/committees, and assisting with complex forecast scheduling for a CIS.

2+ years

Scored Requirements

Requirement

Desired Experience

Demonstrated experience managing project schedules using dynamic forecast scheduling methodology in a healthcare or similarly complex environment. This includes developing and maintaining integrated schedules, coordinating inputs from multidisciplinary teams including Business Analysts, stakeholders, and executive staff, and updating forecasts to reflect actual progress, dependencies, resource availability, and emerging constraints. Experience includes tracking milestones, identifying schedule variances and risks, and reporting impacts on delivery timelines in a technology-enabled clinical setting.

1 2 years

Demonstrated experience in general project coordination and delivery support within clinical or health service transformation projects. This includes:

- Drafting and maintaining project documentation, meeting minutes, standard operating procedures (SOPs), and coordination tools and templates.
- Coordinating project meetings, including scheduling, agenda preparation, materials distribution, and follow-up on assigned actions.
- Preparing or coordinating monthly, quarterly, and ad hoc CIS project status reports covering deliverables, milestone progress, schedule forecasts, and outstanding issues.
- Maintaining accurate and timely decision, action, dependency, and risk logs to support project coordination and schedule management.

Tracking deliverables and follow-ups across CIS workstreams, coordinating with project leads and working groups, and escalating outstanding actions or schedule constraints. Provide examples of maintaining project documentation, coordinating meeting logistics and workstream inputs, and following up on action items to support delivery timelines.

1 2 years

Experience in a project governance or coordination role in a large or complex organization. Demonstrated ability to:

- Support governance groups such as steering committees, clinical advisory groups, or working groups.
- Assist with preparing meeting agendas, recording minutes, and maintaining accurate decision/action/risk logs.
- Support the preparation of governance reports and documentation for review by senior staff or project leads.

Provide examples that show attention to detail, timeliness in documentation, and collaboration with internal stakeholders.

1 2 years

Candidate can demonstrate bilingualism in French and English (Written and verbal), able to lead engagement, communications, and training initiatives in both languages.

Yes

Candidate demonstrates a strong proficiency of Microsoft Office 365 suite (Excel, Word, PowerPoint, Visio, Outlook, Teams), Zoom, and Atlassian's JIRA for tracking actions, decisions, and access requests in a workplace setting with hands on experience.

3+ Years

Candidate has formal training in Project management methodologies, such as Prosci, APMP, Lean Six Sigma or process improvement training, or equivalent, with the ability to apply structured approaches to organizational Project.

Yes

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