Committees Coordinator - Toronto, Canada - Public Health Ontario

Public Health Ontario

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

JR100890

Committees Coordinator

Location:
Toronto-661 University

Department:
Employee, Strategy and Stakeholder Relations

The Role:

Develop, lead and coordinate operational processes and projects across multi-functional areas of PHO related to external advisory committees, including but not limited to PHO's scientific advisory committees and joint Ministry-PHO committees and related working groups.

Key Responsibilities-

Support the Committee Chairs and the Manager in the development and maintenance of committee work plans including gathering materials and drafting sections of plans for review.
Workplan tracking of committee deliverables, accountabilities and timelines, and development of written or visual summaries of committee in collaboration with other involved PHO areas. Escalates any areas of concern to the Manager, and Committee Chair.
Support the Manager in preparation of reporting on progress on committee activities to the committee chairs and PHO leadership, coordinating updates from other PHO areas.
Drafts, edits and/or formats briefing notes, presentations and other written materials
Lead the preparation of committee agendas, update documents to internal and external stakeholders on committee activities, coordinating input and review from chairs, PHO scientists, leaders and content experts
Coordinate onboarding and offboarding of members with members and other internal teams, including preparing appointment letters, thank you letters, etc.
Develop and coordinate calls for members posting with internal PHO teams and Committee Chairs
Liaise with internal PHO teams to provide updates on committee activities, products and timelines
Work with PHO partners in Communications, Knowledge Services, Legal and other program and support areas to facilitate committee processes (e.g. publishing of committee products, drafting legal document templates, etc.)
Develop and update committee process documents and provide guidance/advice to team members on processes
Provide support to members for general inquires, as well as for arranging travel/accommodation and processing travel expenses as required.
Coordinate the flow of information to stakeholders to provide updates on committee work, developments and related items
Conduct the logístical aspects for committees, including to working with internal and external stakeholders on complex scheduling to identify opportune meeting time options for senior participants, booking meetings (virtual and inperson), issuing meeting invitations to members and guests, and timely distribution of meeting materials
Attend meetings and leads the preparation of meeting minutes, ensuring action items are clearly identified, following up with action item leads as required. Identifies and communicates potential delays to the Manager and the Committee Chair
Provide general administrative financial support including reviewing/consolidating accounts data, checking/processing invoices, Pcard purchases and expense claims
Manage documents and processes on committee SharePoint sites to ensure systems are set up to orderly archive and access relevant materials.
Undertakes other duties as assigned.

Knowledge and Skills-

Interpersonal, leadership, teamwork and relationship building skills are required in order to maintain

- effective linkages with all levels of contacts both internal and external to PHO

Organizational, time management, and prioritysetting skills in order to organize and coordinate
Operational processes for multiple committees concurrently.
Skill and ability to develop meeting minutes, proposals, reports, and presentations.
Sound judgement and ability to escalate issues to Manager
Skill and ability to work under pressure and respond to deadlines in a fastpaced environment
Skill and expertise in working in a matrix management structure and within cross disciplinary

- teams.

Education and Experience-

Baccalaureate degree in Public Health, Sociology, Health Administration or related discipline.
Project management certification or equivalent.
3 to 5 years' experience managing projects in a health related organization in order to contribute to the management and coordination of projects across multifunctional areas of Public Health Ontario.
Previous experience coordinating scientific and/or senior level committees and related project work in large complex organizations within the public sector an asset.

Attributes and Competencies-

Written communication skills to draft agenda, letters, summaries, correspondence and committee processes, as well as edit materials prepared by others to support committees.
Interpersonal and oral communication skills to build relationships and respond to staff/client inquiries.
Good oral communication skills in both formal and informal settings, such as consulting with management, team members and stakeholders (internal and external to PHO) regard