Job Description

NOTE ROLE IS LOCATED IN THUNDER BAY

Location: Up to 3 days onsite (subject to HM's discretion)

Must Haves:

3+ years experience Executive Admin experience


5+ years experience Detail oriented with excellent organizational and time management skills


5+ years experience Demonstrated ability to work well with various groups of internal and external clients while demonstrating customer service


5+ years experience Demonstrated experience working in a professional environment supporting multiple individuals


5+ years experience scheduling meetings

Public Sector Experience:

Nice to Have





Description

Background Information:

The NW team supports health system planning design and implementation in the Northwest Region. A Project Control Officer is required to provide assistance to team and project managers, in coordinating, planning, communicating, and executing the delivery of core project components.

Responsibilities:

Support Ontario Health North West Region leadership and team members, in coordinating, planning, communicating, and executing the delivery of core team deliverables and project components.

Desired Skills:

Graduation from a college or university; or equivalent education and experience


Strong work tenure: 5 to 10 years of experience supporting C-Level Executive initiatives, preferably in public sector/ non-profit organization within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.


Experience and interest in internal and external communications and partnership development


Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms


Experience collaborating with various groups to gather updates and maintaining project budgeting, progress reporting, action items, risk management updates, etc.


Experience working alongside project managers to provide updates, escalate where required, identify risks, and lead project document deliverables


Demonstrated experience working in a professional environment supporting multiple initiatives


Experience developing project status reports and maintaining and monitoring status reporting logs


Experience scheduling meetings


Experience monitoring project document repository and ensuring all documents are reviewed and maintained in the repository

Required Skills:

Demonstrated ability to work well with various groups of internal and external clients while demonstrating customer service


Detail oriented with excellent organizational and time management skills


Demonstrated experience working in a professional environment supporting multiple individuals


Experience scheduling meetings


Strong leadership skills, accountability and a demonstrated ability in delivery


Strong verbal and written communication skills


Proficient in MS Office, including MS Teams document repository and Excel

Required Experience / Evaluation Criteria:

Strong communication skills: verbal, written, active listening, conflict resolution and stress tolerance 15 points

Effective time management and multi tasking skills 20 points

Skilled in creating, tracking and maintaining project documentation and reporting; detail oriented 15 points

Proficient in MS Office including MS Teams document repository and Excel 10 points

Experience working with a multiple internal and external clients 10 points

Evidence of managing calendars, coordinating meetings, and preparing materials for leadership - 20 Points

Healthcare/health system exposure - experience working within hospitals, clinics, health system departments, or health-related planning teams - 10 Points

Total Evaluation Criteria: 100 Points


Deliverables


Responsibilities Includes:


Ensures timely and accurate information is prioritized, researched, analysed and summarized to ensure the executive is kept apprised of issues, operations and activities of the functional area.


Serves as the focal point of contact between the Executive and Ontario Health leadership and stakeholders across the health system to manage corporate linkages and protocols.


Manages the flow of communications to and from the office to facilitate the prioritization, coordination and delegation of requests for information and ensures the team members are properly briefed in all significant matters.


Provides preliminary review, synopses and compilation of materials


Plans and oversees the scheduling of meetings, speaking engagements and presentations and coordinates the preparation and/or compilation of background materials.


Completes a broad variety of related tasks including scheduling of meetings and appointments


Completes reports as required


Composes and prepares correspondence that is sometimes confidential, arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.


Leads and participates on assigned projects by researching and summarizing topics on a variety of operational and other matters.


Attends meetings, working groups and committees as part of a community of practice with participants across Ontario Health.


Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks


Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.


Assists in coordinating the agendas of senior management and team-related meetings and off-sites


Facilitates cross-regional coordination of travel and outreach plans


Ensures documents are kept updated and responds to requests for materials regarding the region's initiatives