Project Coordinator-Thorncliffe Park Community HUB
Title: Project Coordinator-Thorncliffe Park Community HUB
Employment Terms: Short term contract (until March 31,2020)
Hours of work: (35 hours/week, with flexibility to work evenings and weekends)
Expected Start Date: October 2019
Reporting to: Joint Project Team at TNO-The Neighbourhood Organization (TNO), Flemingdon Health Centre (FHC) & Health Access Thorncliffe Park (HATP)
Location: Thorncliffe Park & Flemingdon Park with flexibility to travel in Toronto to meet other stakeholders
Background: It is an exciting time of growth and expansion for multisectoral community services and programs in Thorncliffe Park. This position provides executive coordination and administrative liaison support for the developing Thorncliffe Park Community Hub (TPCH). Health Access Thorncliffe Park (HATP), The Neighbourhood Organization (TNO) and Flemingdon Health Centre (FHC) are working closely as an execution/implementation team for TPCH. Other related projects involve project management support to the HATP primary care clinic and supports to some sector specific transformational initiatives relating to health and community care.
Overall, this role will involve project management and supporting the HATP/FHC/TNO team around administrative management and liaising with key partners/funders to work with governance and other TPCH sub committees at all levels from resource coordination to monitoring expenditures and budgets.
- Managing calendar and meeting requests for the Project Manager/Directors/CEOs and other stakeholders in a timely fashion, proactively managing best use of the executive’s time.
- Supporting the executive team, Committees and Governance Committee by uploading meeting materials, coordinating security/pass/direction to meetings/catering and other logistics.
- Scheduling executive team meetings, coordinate agenda items and document distribution, take meeting minutes and follow up on future agenda items
- Communicating with Board Members, schedule Board Meetings, and arrange meetings as needed
- Support HATP interdisciplinary clinical team members to Coordinate, schedule and facilitate the activities of the team in coordination with the supervising manager
- Reviewing, drafting, and proofreading emails, memos, presentations, meeting materials, as well as reports for various stakeholders
- Chair and facilitate meetings where appropriate and distribute minutes to all stakeholders/project team
- Create a project management calendar for fulfilling each goal and objective.
- Liaising with TPCH partners and guests;
- Planning and coordinating offsite/onsite meetings, visits and/or onsite tours for and with funders, partners, community members etc. during the project.
- Managing projects and follow-up with team members where required
- Liaising with clients, guests, as well as prioritizing conflicting needs and requests
- Researching topics, reports, and materials for the information for all senior leadership team
- Supporting the execution team and Committee members as required
- Completing expenses and invoicing and accounts payable as required.
- Maintaining master list, status of activities, timeline, and financial resources for each project
- Coordinating with internal and external support as well as the prioritization of project activities
- Assisting senior executives in planning and assigning project resources
- Assisting in development, adoption, and implementation of best practices and policies in corporate administration
- Support development of procurement documentation including; requests for proposals, quotes, evaluation, and selection of vendors
- Ensuring project team meetings are scheduled and recurring as well as appropriate meeting rooms are booked
- Collaborating with finance team to monitor contract to ensure deliverables are achieved and reporting is completed in a timely manner
- Support communications both internally, externally and across the committees for TPCH.
The ideal candidate is able to handle being the point person for a senior leadership, provide support to executive, Board, and committee team members, and ensure smooth function of day-to-day activities.
- 5+ years of experience in a corporate or shared services department
- University degree or eligible combination of experience and education, preferably within general business administration.
- Strong MS Office skills (Word, Excel, PowerPoint), database software, reporting and survey tools
- Excellent time management skills with ability to multitask and prioritize
- Well-developed organisational, analytical, and problem-solving skills
- Attention to detail
- Great verbal and written communication skills
- Professional discretion, strong judgement and ability to use tact and diplomacy
Application Deadline: October 13, 2019 by 5pm EST
Application Process: Qualified applicants are invited to submit their application online at
Please include a cover letter and resume in a single file with your name in the file name.
We encourage applications from individuals who can identify with the diverse communities we serve. We thank all applicants for their interest but regret that only those selected for an interview will receive acknowledgement. Please note that a criminal background check (Vulnerable sector) will be conducted for this position. In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.