Coordinator, Provincial Mission Team

Who We Are

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living disabilities are encouraged to apply.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please .

The opportunity

Reporting to the lead, health system and regional mission teams, the coordinator, provincial mission teams is responsible for the administrative support for the regional mission team. This could include supporting external committees and coordinating calendars, meetings and the preparation of supporting materials such as PPTs and briefing notes. The coordinator will support advocacy events and initiatives as well as requests from regional Development teams, such as coordinating the participation of funded researchers in fundraising events. The coordinator will also support budget administration.

How You Will Make An Impact Every Day

Administrative Support to Provincial Mission

• Orders materials and recognition gifts
• Administers mass emails, such as to MPPs/MLAs, through Outlook mail merge, Constant Contact or other tools
• Maintains the PWLE/expert database.
• Provides budget administration including processing invoices and expenses, tracking expenditures and variances, coding and verifying expense claims and tracking and reconciling monthly credit card statements.
• Supports coordination of requests from regional Development, such as coordinating the participation of funded researchers in fundraising events
• Develops and delivers written communications, including newsletters, slide decks, briefing notes, and website updates to inform and communicate strategically with stakeholders.
• Manages and maintains the team’s Sharepoint database.
• Schedules and plans external and internal meetings: coordinates with external partners, develops agendas, circulates materials, prepares minutes.
• Manages calendars and schedules, sets up and accepts appointments, arranges travel, prepares necessary background documentation/meeting packages.
• Maintains and updates lobbyist registries
• Administers surveys via SurveyMonkey and analyzes results.

Experience

Who we need

• Project management experience working with a health charity an asset
• Demonstrated hands-on experience using Microsoft Office (e.g. Outlook, Word, Excel) and web-based platform (e.g. SharePoint, Dropbox, GoTo Meeting).
• Minimum 2-3 years of administrative and coordination experience, with extensive knowledge of event planning and office practices.
• Plus experience in compiling and organizing data and information in regard to projects, surveys, evaluations, travel and meeting arrangements, including collating outputs from meetings, annual budget preparation, and tracking budget expenditures.
• Demonstrated success coordinating and working with clinicians, medical trainees, stakeholders from different time zones across Canada.
• Proven track record in external stakeholder management and communications.

Education

• Post-secondary college diploma or university degree in a health or relevant field

Skills

• The use of tact and diplomacy are essential when communicating and explaining timelines and delivery dates for time sensitive materials and information;
• Excellent verbal communication skills used in working with senior volunteers, other stakeholders internal and external coordinators, and members of the mission team, including senior leaders.
• Clear sense of urgency and able to follow through on requests from multiple internal and external stakeholders.
• Strong interpersonal and listening skills to work effectively with other members of the H&S Mission team, work effectively across H&S teams, and to interact with all stakeholders using a high degree of discretion and diplomacy.
• Excellent written communication skills to prepare and/or coordinate communications with advisory and writing groups or similar;
• Thorough knowledge of office software products: MS Office Word, Excel, and outlook), internet, electronic mail, presentation (PowerPoint), spreadsheet applications (BIOS), online survey applications such as CheckBox, and cloud-based file sharing platform such as dropbox or sharepoint.
• Ability to communicate problems and solutions clearly is essential.
• Organizational skills sufficient to orchestrate multiple activities at the same time in order to accomplish our goals; organizational skills to arrange the effective and efficient use of resources; and to arrange information and files in a useful manner;

What We Offer

At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being.

In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. Our employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.

Apply now

If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by August 26, 2023.

Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call ― we look forward to “virtually” meeting you!

Accommodation

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.

Please note: Heart & Stroke has a vaccination policy that requires all employees to be fully vaccinated unless they have a valid exemption. You can view our policy .

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