Project Coordinator & Administrator

Job summary

The Project Coordinator & Administrator will manage day-to-day project operations, including facilitating communications, scheduling meetings, and overseeing participant registration. They will also support financial administration, procurement, and the preparation of internal and external reports to ensure project deliverables are met.

Job details

The Canadian Mental Health Association (CMHA), Ontario is a provincial association, committed to improving services and support for individuals living with mental illnesses and addictions issues, and to the promotion of mental health in Ontario. Supporting Working Ontarians During Uncertain Economic Times is a special one-year initiative. This Employment Ontario project is funded by the Government of Ontario. It aims to strengthen workforce resilience by delivering workplace mental health education, clinical supports, leadership development, and employer engagement across Ontario. The project is led by CMHA Ontario in partnership with the Ontario Chamber of Commerce, CMHA Windsor-Essex County, and CMHA York Region South Simcoe. Job Summary CMHA Ontario is seeking an experienced Project Coordinator & Administrator. This is a full-time, special funded, contract until August 24, 2027. Reporting to the Senior Manager, the incumbent will provide coordination and administrative support to ensure smooth operations for the Supporting Working Ontarians During Uncertain Economic Times project. In this role, the Project Coordinator & Administrator will coordinate day-to-day project operations and support implementation across all project partners, including facilitating communications, managing project documentation, overseeing participant registration processes, scheduling meetings and training activities, booking workshops/webinars, and ensuring timely completion of project deliverables. The incumbent will also support financial administration, procurement, and contract administration, and help prepare internal and external reports. The ideal candidate is comfortable operating on their own initiative, has experience working with senior leadership and is comfortable coordinating and providing direction to colleagues, and has a track record of overseeing organizational efficiency and implementing quality improvement initiatives. Core Responsibilities Planning & Implementation Support the planning and implementation of the provincial project work plan. Collaborate with team members to implement activities, monitor timelines, and evaluate frameworks and processes. Create and refine standard operating procedures and support change management for related tools and workflows. Communication & Coordination Support communication and coordination among project partners. Manage project schedules, meetings, agendas, as well as taking minutes, and action tracking. Coordinate client/participant registration, onboarding, and administrative processes. Participate in internal meetings with the project team and within the Programs Department. Financial & Procurement Support procurement, contract administration, and vendor coordination. Assist with financial tracking, invoice processing, and budget monitoring in collaboration with Finance. Track resource usage and maintain inventory to ensure equitable and timely access. Coordinate packaging, shipment, shelving, and organization of program supplies and materials. Documentation & Data Maintain project documentation, records, and implementation tools. Collaborate with project colleagues to ensure accurate administrative and program data collection and synthesis. Ensure administrative workflows align with privacy, documentation, and compliance requirements. Reporting & Governance Support the preparation and submission of Ministry reports, partner reports, and Steering Committee materials. Provide administrative support for project governance, implementation, and continuous quality improvement activities. Note: This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. The incumbent may be asked to perform other duties as required. Skill-Based Competencies 2-3 years’ work experience in project coordination is required. Work experience with Ontario’s healthcare, business, and/or non-profit sector is a strong asset. Experience with basic data analysis is an asset. Well-developed administrative, organizational, analytical, and problem-solving skills is required. Familiarity with key concepts of mental health promotion, health equity, and social determinants of health an asset. Excellent verbal and written communications skills, including strong writing, editing, and presentation skills with a high attention to detail. Experience applying judgment, initiative, and discretion when dealing with confidential, legal, and/or sensitive information. Proficiency with Microsoft Office (Word, PowerPoint, Excel, SharePoint, and Outlook), experience with Smartsheet software is an asset. Experience with implementing and supporting programmatic change is preferred. G Class license is an asset. Behavioural Competencies Initiative/Self-Starter Attitude Critical Thinking/Problem Solving Creativity Administration/Coordination Professionalism/Work Ethic/Confidentiality Teamwork/Collaboration Interpersonal Communication Time Management Adaptability Salary Hiring Rate: This position pays between $76,866.17 and $79,172.16 per annum, based on a 35-hour work week. The salary grid for this role ranges between $76,866.17 at Step 1 and $86,513.55 at Step 5. The initial salary offered for this position is anticipated to fall between Step 1 and Step 2 of the salary grid as posted above as the hiring rate. The successful candidate will be eligible for a comprehensive benefits package that includes pension through HOOPP, life, health, and dental insurance, exclusive paid time-off and opportunities for professional development. Working Conditions This is a full-time, special funded, contract position until August 24, 2027, working standard office hours (currently 35 hours/week). This position is based in Toronto, Ontario (180 Dundas Street West) and may require regular travel. We are currently operating within a hybrid model, with colleagues working from the office 3 days/week and from home 2 days/week. This position is also a desk job with extended periods of sitting, reading, telephone interaction, and working at the computer. Attendance at various meetings throughout the workday/workweek will be required; meetings may occur on short notice, depending on the circumstances. This position is within the OPSEU Bargaining Unit. As a condition of employment, the successful candidate will be required to submit proof of full COVID-19 vaccination. The Canadian Mental Health Association celebrates the value of a diverse workforce that brings professional and lived experience and expertise from a wide variety of backgrounds and life circumstances. Whatever your background, if you feel you meet the requirements of this role then we want to hear from you. Workplace and candidate accommodation is available at all stages of the recruitment and selection process upon request. To request accommodation, please contact us at [email protected] We do not use artificial intelligence (AI) tools to screen, assess or select applicants at any stage of the hiring process. All applications will be reviewed and evaluated by our Human Resources team and hiring managers. Deadline to apply: Please submit a cover letter and resume online via BambooHR by end of day Friday, September 25, 2026. We sincerely thank all applicants for their interest.

What you’ll do

The Project Coordinator & Administrator will manage day-to-day project operations, including facilitating communications, scheduling meetings, and overseeing participant registration. They will also support financial administration, procurement, and the preparation of internal and external reports to ensure project deliverables are met.

Requirements

Candidates must have 2-3 years of work experience in project coordination and strong administrative, organizational, and analytical skills. Proficiency in Microsoft Office is required, and experience with Smartsheet, as well as knowledge of the healthcare or non-profit sector, is considered an asset.

Benefits

• Pension • Life insurance • Health insurance • Dental insurance • Paid time-off • Professional development

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Change Management · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Data analysis · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project coordination
• Administrative support
• Data analysis
• Communication
• Problem-solving
• Organizational skills
• Microsoft Office
• Smartsheet
• Financial administration
• Procurement
• Contract administration
• Report writing
• Change management
• Attention to detail
• Interpersonal skills
• Time management
• Hybrid Model
• Internal Reporting
• Project Documentation
• Administrative Support
• Self-Starter
• External Reporting
• Mental Health Education
• Professionalism
• Workflow Management
• Social Determinants Of Health
• Time Off Management
• Resilience
• Strong Work Ethic
• Planning
• Financial Tracking
• Quality Improvement
• Microsoft Access
• Microsoft Word
• Microsoft Excel
• Adaptability
• Artificial Intelligence
• Editing
• Mental Health
• Change Management
• Confidentiality
• Contract Management
• Continuous Quality Improvement (CQI)
• Creativity
• Critical Thinking
• Data Collection
• Finance
• Packaging And Labeling
• Standard Operating Procedure
• Governance

Job areas

• Administrative
• Social Services
• Management & Leadership
• Healthcare
• Finance & Accounting
• Project Coordinator Administrator
• Project Coordinator
• Statistical, Mathematical and Related Associate Professionals
• Project Management Specialists