Project Coordinator (Data, Systems, and Reporting)

The Role

Plans and coordinates projects to support business operations, information systems, and divisional efficiency, including business process reviews, process improvements/re-engineering, and data quality assessments. Facilitates multidisciplinary project teams to support work plan implementation and develops related supports/resources. 

Duties/Responsibilities

• Plans and coordinates the implementation of divisional projects and activities including workplans and business processes. Identifies and recommends opportunities for ongoing improvements to the project coordination process. 
• Facilitates and supports multidisciplinary project teams to identify and implement tasks and activities to ensure project goals, objectives, and timelines are met. Provides leadership, guidance, technical expertise, problem solving, and teamwork to achieve deliverables.
• Periodically coordinates project teams of multidisciplinary staff within the department. Provides training to divisional staff on new and changed business processes and standards.
• Creates and maintains comprehensive project documentation, plans, dashboards/data visualization systems, 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.  
• Reviews and analyzes current business processes and systems to support continuous improvement in services provided by the Division. Researches and recommends policies and business processes for improving effectiveness and efficiency of divisional operations. Supports the implementation of new practices and procedures, developing procedures and documentation as required. Provides training to staff on new/existing business processes. 
• Collaborates and consults with other Public Health divisions, regional departments, other health units, and provincial and other stakeholders as required (e.g., exchange information, program planning, monitoring and evaluation, coordinate and advance communication and resource projects). Liaises with vendors and contractors for supply of services. 
• Assists management in the preparation of project budgets (e.g., prepares work package and information system costing, provides budget recommendations).
• Ensures divisional equipment and training materials are maintained in good working condition.  
• Plans and coordinates divisional resources (e.g., procedures, website information) and assesses with divisional teams and other corporate staff as part of divisional projects. Supports survey development, analyses and interprets findings, and makes recommendations for improvements. 
• 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.  
• Refers special concerns to management.
• 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. A combination of education and experience such as a 2- or 3-year diploma in a related field (such as but not limited to Business Administration, Human Service Administration, Health Information) plus 4 years of directly related experience is considered equivalent. 
• Technical skill and proficiency working in datasets from multiple sources to develop reports and dashboards, extract data, and perform quality assurance functions.  
• Understanding of data governance, data modeling, and data management principles and practices. 
• Knowledge of and ability to comply with policies, procedures, and legislation (e.g., privacy, accessibility).
• Project management skills (planning, organizing, coordinating, evaluating) to create project schedules and plans, prioritize and prepare work, and set realistic timelines. Ability to work independently to assess and fulfill requirements for project completion.
• Ability to adapt to changing demands.   
• Knowledge of performance measures, continuous quality improvement best practices, business
  process redesign, and system implementation to support efficiencies in workflows, clinical processes, and administrative systems.
• Assessment and evaluation skills to collect, analyze/compile, synthesize, and report on assigned projects.
• Communication, facilitation, and leadership skills to develop and maintain relationships with project partners/stakeholders; present internally and externally; negotiate timelines; respond to inquiries; 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, electronic medical record applications (e.g., PS Suite), data visualization applications, and project management and document management systems. 
• Ability to travel within and occasionally outside Waterloo Region.    
• Ability to support and demonstrate the Region’s values.