Junior Project Control Officer

Description

The purpose of this request is to acquire a contingent Project Control Officer to support with scheduling, meeting coordination, documentation, reporting materials, action tracking, and follow-up across multiple workstreams. The role will act as a central coordination point to help keep information organized, current, accessible, and actionable for project managers, implementation leads, internal partners, and stakeholders.

Responsibilities:

• Coordinate calendars, meetings, working groups, agendas, materials, minutes, decisions, and follow-up actions for implementation teams.
• Schedule and organize recurring and ad hoc meetings, ensuring participants have the information, materials, and context needed to participate effectively.
• Prepare and maintain meeting records, action item lists, decision logs, status materials, briefing notes, presentations, correspondence, and other documentation.
• Maintain document repositories, trackers, templates, and shared workspaces so information is accurate, organized, appropriately labelled, and easy to locate.
• Gather updates from team members, review information for completeness and consistency, and follow up to clarify missing details or next steps.
• Use judgment and critical thinking to identify scheduling conflicts, documentation gaps, unclear accountabilities, overdue items, or issues requiring attention.
• Coordinate information flow across Emergency Services workstreams, internal partners, and stakeholders to support clear communication and timely follow-up.
• Support project managers and implementation leads with risk registers, routine reporting, document preparation, meeting follow-up, and coordination of requests.
• Provide administrative support for budgeting, invoice tracking, expense processing, procurement follow-up, and related coordination activities as required.

Desired Skills:

• Post-secondary education in business administration, project coordination, health administration, or a related field; equivalent education and experience may be considered.
• Working knowledge of basic project coordination concepts, including timelines, roles, actions, decisions, risks, issues, and status reporting.
• Experience using project coordination or project management tools such as MS Project, MS Planner, or similar platforms.
• Experience supporting health system, implementation, or multi-workstream project environments.

Required Skills & Experience:

• Experience providing executive, administrative, or project coordination support in a professional environment with multiple stakeholders and competing priorities.
• Strong scheduling, coordination, organization, prioritization, time management, communication, critical thinking and follow-through skills, including the ability to identify gaps, clarify next steps, and manage competing requests.
• Proficiency with Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and related collaboration platforms; experience with MS Project, MS Planner, or similar tools is an asset.
• Strong written and verbal communication skills, with the ability to prepare clear notes, summaries, briefing materials, presentations, correspondence, and documentation.
• Demonstrated ability to coordinate calendars, meetings, agendas, materials, minutes, decisions, action items, and follow-up across multiple workstreams.