Project Coordinator (Child, Family and Dental Health)

The Role

Plans, coordinates, and promotes divisional projects and initiatives. Assists with the development and implementation of a variety of health promotion projects, communication strategies, promotional/educational materials, and events. Acts as a liaison between divisional project teams and the health communications team. 

Duties/Responsibilities

• Researches, plans, and coordinates the implementation of divisional projects and activities. Acts as the point of contact and communicates project status to project team members. Identifies and recommends opportunities for ongoing improvements to the project coordination process. 
• Creates and maintains comprehensive project documentation, plans, and reports. Develops work packages for project components based on research findings, evidence, and best practices. Creates detailed workplans, timelines, and project team subgroups. Ensures stakeholders are consulted, represented, and involved.  
• Facilitates and supports multidisciplinary project teams to identify and implement tasks and activities and ensure the goals, objectives, and timelines of work packages are met. 
• Networks with and exchanges information with other health units and agencies on project implementation and initiatives.  
• Identifies and defines project planning and implementation issues, needs, resources, and opportunities. Builds partnerships with other divisions and departments to organize and coordinate efforts. Works collaboratively with other staff and stakeholders to collect, document, and maintain research and information, identify gaps, and reconcile variances in meeting requirements.
• Plans and coordinates divisional resources (e.g., procedures, website information) and assesses with divisional teams and other corporate staff as part of divisional projects.      
• Provides input on survey development, analyses and interprets findings, and makes recommendations for improvements to the project manager. Determines project evaluation criteria in consultation with the project manager and/or management.
• Monitors and tracks project progress. Develops, implements, and maintains spreadsheets to track activities and projects. Provides information and status updates on project components, standards, processes, and expectations to management, staff, and other stakeholders. 
• Participates in the development and implementation of communications strategies, plans, campaigns, promotional/educational materials, and events. Acts as a liaison between divisional project teams and the health communications teams for initiatives and campaigns, and with the corporate creative multimedia services team for production and design support. Assists health communications and project teams to meet campaign timelines (e.g., coordination of approvals).
• Provides information, orientation, training, and makes presentations to regional staff and other stakeholders. Organizes and hosts group meetings, individual discussions, promotional sessions/events, and training events. Coordinates logistics for new divisional staff orientation. 
• Prepares and presents documentation (including formal reports and program manuals) to provide information, obtain input, present recommendations, and obtain management approvals for work package development and implementation.  
• Assists management in preparing project budgets (e.g., costing, recommendations).
• Participates in the department’s Emergency Preparedness Plan.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a university degree plus 2 years of directly related experience, or an equivalent combination of education and experience such as a 2- or 3-year diploma in a related field (Business Administration, Human Service Administration, Health Administration or other related field) plus 4 years of directly related experience. 
• Knowledge of and ability to comply with policies, procedures, and legislation (e.g., privacy, accessibility).
• Knowledge of communications processes and behaviour-change theory.
• Project management skills (planning, organizing, coordinating, evaluating) to create project schedules and plans, prioritize and prepare work, and set realistic timelines. Ability to adapt to changing demands.   
• Research, assessment, and evaluation skills to collect, analyze/compile, synthesize, and report on assigned projects. Ability to work independently to assess and fulfill requirements for project completion. 
• Communication, facilitation, and leadership skills to coordinate and work effectively with multi-disciplinary teams; develop and maintain relationships with project partners/stakeholders to obtain, clarify, update/provide information for project completion; conduct meetings and project presentations (internally and externally); negotiate timelines for project components; respond to inquiries and present information/recommendations; and participate as an effective team member.
• Ability to analyze and interpret information, reports, documents, standards, requirements, policies, and procedures. 
• Ability to write clear, concise documents including memos, reports, summaries, recommendations, promotional materials, training materials, and presentations.  
• Ability to coordinate and collect input to prepare and edit written project plans, procedures, and reports for management approval.  
• Computer skills with ability to use software such as Microsoft Office (including Excel, PowerPoint), web-based applications, and project management and document management systems. Knowledge of multimedia initiatives.
• Ability to travel within and occasionally outside Waterloo Region.    
• Ability to support and demonstrate the Region’s values.