Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Coordinator, Workforce Management Solutions (WFMS) Office reports to the Executive Director, WFMS and is responsible for coordination of activities necessary to operate, maintain, and manage the WFMS Office. The Coordinator is the primary office contact and plays a key role in supporting multiple programs and/or projects, including strategic and confidential initiatives in a complex and changing multidisciplinary environment. The role supports the WFMS team operations, initiatives and provincial projects by way of consultation, guidance and/or administrative coordination to designated staff, contractors and internal and external stakeholders of all levels across the organization.
Working in collaboration with leader(s), the Coordinator identifies and prioritizes space utilization initiatives and is actively involved in the planning, development, implementation, and evaluation of space utilization initiatives. The Coordinator organizes general building services and facilities operations concerning space management, space bookings, custodial issues/concerns, installations/moves, the building’s Joint Occupational Health and Safety Committee (JOHSC), security breaches, couriers and event logistics.

Duties/Accountabilities:

• Responsible for the coordination of all office and property management (building-related matters) and operational activities, including space bookings, custodial issues/concerns, installations/moves, security breaches, couriers and event logistics, for the assigned building(s). Escalates unresolved issues as deemed appropriate. Manages the lifecycle of purchase orders, including placing order(s), invoicing and payments, monitoring inventory, and organizing replacements and repairs. Creates and manages vendor accounts, purchase orders (PO) and database and ensures vendor has required insurance and covid-19 vaccine requirements.

• Coordinates Statement(s) of work (SOW), including preparation, completion and approval of risk assessment form(s), prepares and distributes SOW to approved vendor distribution lists, collate qualified vendor proposal contracts and complete evaluation workbook form for review, POs, prepares PO form for approval and submits PO to Supply Chain for dispatch. Reviews expiring POs and submits extensions or termination requests as applicable.

• Coordinates the implementation of office security, space allocation, access procedures, the building’s Joint Occupational Health and Safety Committee (JOHSC) and First Aid/Health & Safety protocols consistent with PHSA best practice standards, and in conjunction with the appropriate departments. Ensures the necessary flow of information through PHSA, and other partners while maintaining appropriate levels of security and confidentiality.

• Provides guidance and acts as a resources to reception staff, and various users (internal departments and external organizations), on building(s) operations policies, procedures, guidelines and standards. Identifies, collects, and analyzes relevant information relating to current building tasks, and provides input and recommendations to appropriate team for development, implementation, analysis, dissemination of findings, and policy/practice implications.

• Assists with the dissemination of information and knowledge related to building tasks and key programs and initiatives under the identified mandate areas through a variety of vehicles.

• Actively supports the management and facilitation of time-limited tasks and initiatives to identify best practice-grounded strategies and activities for health professionals, policy/decision makers, and the public in research, practice, and policy.

• Supports leader(s) when implementing approved recommendations resulting from research, best practice, and policy reviews.

Qualifications:

A level of education, training and experience equivalent to a Business Degree or related program in Operations or Logistics and three (3) to five (5) years of recent, in a complex and changing multidisciplinary environment. Project Management and/or Coordinator experience is considered an asset.

Experience with, or knowledge of project coordination/management, project delivery models, change management and process improvement tools and techniques and enterprise-wide supports. Understanding of and practical skills in research and evaluation, policy review and analysis and excellent communication and collaboration skills to function within a complex interdisciplinary environment of diverse stakeholders. Understanding of and practical skills in; relevant computer software applications; Internet search engines, websites, and navigation; funding structures and application processes; training and education; policy review and analysis; and facilitation, community development, and partnerships. Qualities including: creativity and innovation; sound judgment; tact and diplomacy; ability to work effectively and collaboratively in a demanding and dynamic environment; sound negotiation, conflict management and consensus-building skills; excellent oral and written communications skills.