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!

Job Description

The Hospital Information System (HIS) Project Coordinator plays a critical role within the HIS project portfolio, supporting the daily activities of the project and coordinating a wide range of initiatives. This role will assist the entire HIS project team in the coordination of multiple project activities related to project integration and scope management, time management, cost management, project resourcing, communications and stakeholder management.

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 supportedAssisting 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 meetingsMaintaining 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 situationsSchedules 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 graphicsMaintains HIS project documentation and version controlPrepares standard forms and program or department templates or reports and related information for decision making purposesDrafts memorandums, letters and email in response to routine questionsConducts background research, internet searches, compile data and prepare reports as requestedDevelops and maintains paper and electronic filing systems, including filing of confidential informationPrepare 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 requiredProcesses 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 DirectorsProcesses timekeeping records for payroll purposes

Coordination

Coordinates logistical requirements of program level meetings and external meetings overseen by the programPerform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and with a minimum of directionCoordinates program or department submissions for regular events, such as the budgeting process, and participation of staff in mandatory training sessionsSets up system and security access, as well as parking for new hiresSchedules required travel and accommodation for HIS ProjectCoordinates 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)

QualificationsBachelor’s degree in a relevant discipline (business administration, health administration) or equivalent education/experience requiredThree to five years experience working at a senior level HIS projects; experience working in health care or a highly-regulated business environment is preferredMinimum three years experience coordinating projectsExperience 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 learningMust be nimble, flexible and embrace opportunities to get involved with initiatives related to all aspects of the HIS projectPossesses excellent interpersonal and communication skills with all levels of the organization, works collaboratively and is proactive and solutions-drivenHigh standards of ethics and confidentiality; demonstrates a high level of discretion and tact when handling confidential informationHas 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 circumstancesMust 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 AcrobatKnowledge of survey tools and good database/records management practices is strongly preferredProven track record of anticipating administrative needs at the executive level and of taking the initiative to stay abreast of prioritiesAbility to critically analyze, synthesize, and summarize information accurately and effectively in a timely fashionAbility to work independently, exercise good judgment, take initiative, and ensure the resolution of routine issuesRelationship builder with exemplary public relations skills, including dealing effectively with all employees, the public and representatives from the government and other health care organizationsSkilled at drafting and formatting documentation using acute attention to detailKnowledge in financial analysis, budgeting, planning and reportingHighly developed judgement and initiative in analyzing issues, identifying solutions and decision making on highly sensitive mattersResourceful 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 formatsMust demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

Additional Information

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

Salary Range: $77,200.50 - $96,505.50

Application deadline: February 26, 2025

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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 [email protected].

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.