Job Summary
Reporting to the Business Operations Lead, the Operations Coordinator will be part of the Governance and Operations Branch. The Governance and Operations Branch serves as the backbone of the organization by aligning operational activities with HWC’s strategic objectives, and by ensuring effective corporate governance and efficient day-to-day operations. More specifically, this Branch is responsible for:
- HWC Board policies and procedures, as well as Board and Board committee management
- Corporate and operational policies and procedures
- Organizational workflows and timelines
- Organizational risk assessments and mitigation strategies
- Strategic planning
- Organizational performance measurement
- Contribution agreement management
The Operations Coordinator will be responsible for supporting the smooth and efficient operations of the organization. The ideal candidate is highly organized, detail-oriented, and has excellent communication skills.
Duties and Responsibilities
- Supports corporate and branch operational planning (e.g., updating corporate and branch work plans) and reporting activities
- Supports the development of corporate and operational policies and procedures (e.g., Confidentiality, Clean Desk Policy), and monitors and updates implemented policies/procedures
- Coordinates the deployment and setup of IT equipment for new and existing employees, ensuring hardware and software are installed and operational
- Tracks and maintains an accurate record of company assets, including IT equipment and other resources (e.g., laptops, mobile devices, user licenses)
- Coordinates with vendors, suppliers, and contractors, as needed (e.g. translation services) on behalf of all HWC staff
- Supports strategic planning by coordinating updates and edits to the organization’s strategic plan; organizing focus groups, scheduling meetings, as required
- Monitors and updates the HWC risks and mitigation strategies at the organizational and team level
- Coordinates updates and monitors organizational performance, including key performance indicators (KPIs) reported to HWC’s Board and as part of HWC’s contribution agreement.
- Supports the Business Operations Lead (and acts as a back-up) in the areas of operational processes, including but not limited to employee onboarding, risk management, performance measurement, contribution agreement management, and vendor management, tracking and managing IT equipment.
- Supports the Bilingual Board Liaison and Senior Executive Assistant management, as necessary (e.g., back-up for scheduling, Board management, quarterly in-person retreats).
- Retrieves HWC mail and coordinates the scheduling and tracking of shipments (e.g., event materials/supplies), ensuring timely delivery of products and materials (in Ottawa and remotely)
- Communicates across teams and ensures all team members are informed of changes in operational processes
- Provides coordination support to the team including scheduling meetings, taking minutes/not and tracking action items, as necessary.
Knowledge and Experience
- Post-secondary degree or certificate in business administration, operations management, IT or other relevant field, or equivalent combination of experience/education
- Proven work experience (minimum of 2-3 years) as an operations coordinator or similar role
- Strong organizational and time management skills and demonstrated attention to detail
- Demonstrated planning and problem-solving skill abilities
- Strong interpersonal, teamwork and customer service skills, including the ability to work respectfully and inclusively with a diverse team
- Demonstrated ability to work independently and collaboratively within a matrix team model
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint
- Ability to meet travel requirements
- Fluency in English is required, bilingualism in both official languages is preferred.
Expression of Interest
Qualified candidates who possess the required technical skills and experience outlined in the attached position descriptions are asked to send an expression of interest and their resume to info@healthworkforce.ca by Monday, August 12th.
HWC promotes diversity and accessibility. Only candidates who are selected for an interview will be contacted. HWC thanks all candidates for their consideration.
Location
Ottawa area (required for ad hoc logistics management)
Virtual Employment Opportunity with in-person team meetings up to 4 times per year, for a maximum of 3 consecutive days.
Expression of Interest Deadline
How to Apply
Please send an expression of interest and your resume to info@healthworkforce.ca
About Health Workforce Canada
Health Workforce Canada (HWC) is a new, independent organization created in 2023 by a Steering Committee with funding from Health Canada. HWC will bring together health care and health workforce experts to learn from each other and to strengthen health workforce data and planning, so that together they will help ensure health workers are there to provide the care people in Canada need.
In its start-up phase, HWC has identified a number of early priorities to help address key health human resources (HHR) issues in Canada. These priorities include pan-Canadian stakeholder engagement, the establishment of a set of HHR communities of practice, and the development of data dashboards and early HHR modelling and forecasting work.