Committees Coordinator Jobs

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-

• Conduct the logistical 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 in-person), issuing meeting invitations to members and guests, and timely distribution of meeting materials
• Coordinate the flow of information to stakeholders to provide updates on committee work, developments and related items
• Drafts, edits and/or formats briefing notes, presentations and other written materials
• Manage documents and processes on committee SharePoint sites to ensure systems are set up to orderly archive and access relevant 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
• Develop and update committee process documents and provide guidance/advice to team members on processes
• Develop and coordinate calls for members posting with internal PHO teams and Committee Chairs
• Coordinate onboarding and off-boarding of members with members and other internal teams, including preparing appointment letters, thank you letters, etc.
• 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.
• Undertakes other duties as assigned.
• Monitor secretariat inbox and respond or triage emails to team members as appropriate; routine filing of emails according to folder categories
• Provide support to members for general inquires, as well as for arranging travel/accommodation and processing travel expenses as required.
• Liaise with internal PHO teams to provide updates on committee activities, products and timelines
• 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.
• Provide general administrative financial support including reviewing/consolidating accounts data, checking/processing invoices, P-card purchases and expense claims
• 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.)
• 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

Knowledge And Skills-

• Sound judgement and ability to escalate issues to Manager
• Skill and ability to develop meeting minutes, proposals, reports, and presentations.
• Skill and expertise in working in a matrix management structure and within cross disciplinary- teams.
• Effective linkages with all levels of contacts both internal and external to PHO
• Organizational, time management, and priority-setting skills in order to organize and coordinate
• Operational processes for multiple committees concurrently.
• Interpersonal, leadership, teamwork and relationship building skills are required in order to maintain
• Skill and ability to work under pressure and respond to deadlines in a fast-paced environment
• Proficient with various computer systems and software programs including: database management, word processing, spreadsheet and presentation applications, e.g., Microsoft Word, Excel, Access, PowerPoint, SharePoint, Visio, and Project.

Education And Experience-

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

Attributes and Competencies-

• Provides services to internal PHO teams for committee work, including editing materials prepared by others, collating materials, and following up on action items for tracking.
• Provides quality client service for committees, including drafting committee agendas, minutes, letters, and correspondence; booking meeting (in-person or virtual).
• Accountable for supporting the Committee Chair and Manager in the development of Committee work plans and leading committee processes
• Interpersonal and oral communication skills to build relationships and respond to staff/client inquiries.
• Interacts with PHO stakeholders and ensures that information is shared and feedback received from all stakeholders.
• Works as a collaborative team member while developing professional networks/partnerships.
• Accountable for developing and/or coordinating input on deliverables on time as colleagues, team members and stakeholders may be depending on the outcome of a project or deliverable for their own work.
• Coordinates planning efforts between program areas, ensuring their issues are incorporated into committee processes.
• Exercises teamwork and leadership in maintaining effective linkages with all levels of contacts, both internal and external to PHO.
• Determines priorities while performing a variety of different responsibilities with conflicting deadlines, particularly to determine the importance and urgency of issues.
• Written communication skills to draft agenda, letters, summaries, correspondence and committee processes, as well as edit materials prepared by others to support committees.
• Good oral communication skills in both formal and informal settings, such as consulting with management, team members and stakeholders (internal and external to PHO) regarding committee work and facilitation and interpersonal skills to effectively liaise with internal program staff and stakeholders in the coordination of planning efforts.
• Coaches committee members and internal PHO teams on Committee processes.
• Provides coordination and oversight to the work of others with respect to ensuring that the work of others is completed, in order to keep committee processes on track.
• Determines how to concisely, and correctly express detailed discussions when preparing draft meeting minutes, and ensuring action items are clearly identified.
• Reviews materials received from others and takes appropriate actions in a timely manner.
• Judgement and problem-solving skills are utilized in the development of goals, timelines and deliverables; determines when to escalate any areas of concern to the Manager or Chair.
• Utilizes relationship building techniques to maintain effective linkages with all levels of contacts, both internal and external to PHO, in order to accomplish goals and objectives
• Provides support to committee members for general inquiries and travel arrangements.
• Ensuring all committee work adhere to PHO policies and processes, and provincial requirements, and the ability to proactively identify problems including developing risk mitigation strategies, by bringing these issues to the attention of the Manager.

Duration: Contract (Fixed Term), 6 month(s)
Hours of Work: Full time, 36.25 hours per week
Compensation Group:Association of Management, Administrative and Professional Crown Employees of Ontario
Salary :$56,328.00 - $73,414.00
Posting Date: 08-1-2023
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Closing Date: 08-16-2023
Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition.
Note: Internal candidates will be considered first.
While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.
PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to [email protected]. Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.