HIS Project Coordinator

Job Responsibility: Company Description

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

This role plays a critical role within the Hospital Information (HIS) System project portfolio, supporting the daily activities of the project and coordinating a wide range of initiatives.

The role serves as an extension of the executive he/she supports with the aim of maximizing the executive's performance. This role handles multiple, changing priorities, facilitates resolution of multiple problems that are administrative in nature, and is open to constant challenge and change within a fast-paced environment.

Reporting to the Associate Vice President, Hospital Information Systems, the HIS Project Coordinator is responsible for coordinating and supporting the work of the HIS Project as directed.

This position requires an individual with experience in complex HIS projects with excellent skills in critical thinking, organization and time management, verbal and written communication to perform large scale meeting scheduling, preparation of minutes, presentations, research and coordination - as well as an appetite for learning.

To excel, this individual must be nimble, flexible and embrace opportunities to get involved with initiatives related to all aspects of the HIS Project.

Reporting directly to the Associate Vice President, Hospital Information Systems and working with HIS project senior leadership, the incumbent will support the activities of the HIS project through:

• Ensuring that the Hospital Information System project is administratively supported
• Assisting in the drafting and dissemination of HIS Project materials including but not limited to: agendas, minutes, presentations, action items, risks, briefing notes, decision documents, etc.
• Managing and scheduling of HIS Project meetings
• Maintaining HIS Project records including, agenda, minutes, presentations, actions, risks, briefing notes, decision documents and any project related documentation, etc.
• Supporting the day-to-day operations of the HIS Project

Calendar Management

• Manages the HIS Project Schedules and initiating the rescheduling of meetings to address urgent situations
• Schedules interviews for HIS project positions

Management of Documents and Databases

• Creates and formats documents, reports, spreadsheets, presentations, composes correspondence, manage databases using office software, publishing software and digital graphics
  • Maintains HIS project documentation and version control
• Prepares standard forms and program or department templates or reports and related information for decision making purposes
• Drafts memorandums, letters and email in response to routine questions
• Conducts background research, internet searches, compile data and prepare reports as requested
• Develops and maintains paper and electronic filing systems, including filing of confidential information
• Prepare and file documents which incorporate highly confidential information (e.g., contracts, pricing, personnel files, letters, performance appraisals, etc.)

Customer Service

• Assists and responds to inquiries and complaints about the project, including coordination or responses to complaint investigation as required
• Processes finance expense forms and invoices; processes procurement forms; processes travel arrangements

Accounting /Finance

• Investigates budgetary and financial issues on behalf of the AVP and HIS Project Directors
• Processes timekeeping records for payroll purposes

Coordination

• Coordinates logistical requirements of program level meetings and external meetings overseen by the program
• Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction
• Coordinates program or department submissions for regular events, such as the budgeting process, and participation of staff in mandatory training sessions
• Sets up system and security access, as well as parking for new hires
• Schedules required travel and accommodation for HIS Project
• Coordinates the repair and maintenance of office equipment and maintains adequate supplies

Committee Support

• Provides administrative support to HIS Project committees (set agendas, book meeting rooms, send meeting invites, ensure quorum, take minutes, and maintain proper electronic and paper filing system)

Qualifications

• Bachelor's degree in a relevant discipline (business administration, health administration) or equivalent education/experience required
• Three to five years experience working at a senior level HIS projects; experience working in health care or a highly-regulated business environment is preferred
• 3-5 years' experience at a senior administrative assistant role
• Ability to communicate effectively with various levels of staff within the organization and external groups in writing and verbally
• Possesses excellent interpersonal and communication skills, works collaboratively and is proactive and solutions-driven
• High standards of ethics and confidentiality. Demonstrates a high level of discretion and tact when handling confidential information
• Has a high attention to detail with strong organizational skills to ensure processes are in place to meet the needs of Osler and its executive team with respect to workflow, schedules, reporting, etc.
• Possesses excellent time-management skills with ability to work under pressure to meet varying deadlines, while maintaining a positive, solutions-focused and team-driven approach. Sense of urgency and adaptable regarding changing circumstances
• Must have superior skills with Microsoft Office suite of products (intermediate to advanced level) and have prior experience working with software applications such as Word, Excel, Powerpoint, One-Note, Teams, SharePoint/One-Drive, and Adobe Acrobat; knowledge of survey tools and good database/records management practices is strongly preferred.
• Proven track record of anticipating administrative needs at the executive level and of taking the initiative to stay abreast of an executive's priorities
• Ability to critically analyze, synthesize, and summarize information accurately and effectively in a timely fashion
• Ability to work independently, exercise good judgment, take initiative, and ensure the resolution of routine issues
• Relationship builder with exemplary public relations skills, including dealing effectively with all employees, the public and representatives from the government and other health care organizations
• Skilled at drafting and formatting documentation using acute attention to detail
• Knowledge in financial analysis, budgeting, planning and reporting
• Highly developed judgement and initiative in analyzing issues, identifying solutions and decision making on highly sensitive matters
• Resourceful in retrieving critical intelligence materials from a full range of sources and to produce briefing notes, reports, correspondence and other documents in a variety of formats

Additional Information

Hours: Currently days (subject to change in accordance with operational requirements

Application deadline: July 2, 2024

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at View email address on ca.edajobs.com.

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.