HIS Project Coordinator

The Hospital Information System (HIS) Project Coordinator plays a critical role within the HIS project portfolio supporting the daily activities of the project and coordinating a wide range of initiatives. This role will assist the entire HIS project team in the coordination of multiple project activities related to project integration and scope management time management cost management project resourcing communications and stakeholder management.

Reporting to the Associate Vice President Hospital Information Systems the HIS Project Coordinator is responsible for coordinating and supporting the work of the HIS Project as directed.

This position requires an individual with experience in complex HIS projects with excellent skills in critical thinking organization and time management verbal and written communication to perform large scale meeting scheduling preparation of minutes presentations research and coordination as well as an appetite for learning.

To excel this individual must be nimble flexible and embrace opportunities to get involved with initiatives related to all aspects of the HIS Project.

Reporting directly to the Associate Vice President Hospital Information Systems and working with HIS project senior leadership the incumbent will support the activities of the HIS project through:

• Ensuring that the Hospital Information System project is administratively supported
• Assisting in the drafting and dissemination of HIS Project materials including but not limited to: agendas minutes presentations action items risks briefing notes decision documents etc.
• Managing and scheduling of HIS Project meetings
• Maintaining HIS Project records including agenda minutes presentations actions risks briefing notes decision documents and any project related documentation etc.
• Supporting the daytoday operations of the HIS Project 

Calendar Management

• Manages the HIS Project Schedules and initiating the rescheduling of meetings to address urgent situations
• Schedules interviews for HIS project positions

Management of Documents and Databases

• Creates and formats documents reports spreadsheets presentations composes correspondence manage databases using office software publishing software and digital graphics
• Maintains HIS project documentation and version control
• Prepares standard forms and program or department templates or reports and related information for decision making purposes
• Drafts memorandums letters and email in response to routine questions
• Conducts background research internet searches compile data and prepare reports as requested
• Develops and maintains paper and electronic filing systems including filing of confidential information
• Prepare and file documents which incorporate highly confidential information (e.g. contracts pricing personnel files letters performance appraisals etc.)

Customer Service

• Assists and responds to inquiries and complaints about the project including coordination or responses to complaint investigation as required
• Processes finance expense forms and invoices; processes procurement forms; processes travel arrangements

Accounting /Finance

• Investigates budgetary and financial issues on behalf of the AVP and HIS Project Directors
• Processes timekeeping records for payroll purposes

Coordination

• Coordinates logistical requirements of program level meetings and external meetings overseen by the program
• Perform technical specialized complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction
• Coordinates program or department submissions for regular events such as the budgeting process and participation of staff in mandatory training sessions
• Sets up system and security access as well as parking for new hires
• Schedules required travel and accommodation for HIS Project
• Coordinates the repair and maintenance of office equipment and maintains adequate supplies

Committee Support

• Provides administrative support to HIS Project committees (set agendas book meeting rooms send meeting invites ensure quorum take minutes and maintain proper electronic and paper filing system)

Qualifications :

• Bachelors degree in a relevant discipline (business administration health administration) or equivalent education/experience required
• Three to five years experience working at a senior level HIS projects; experience working in health care or a highlyregulated business environment is preferred
• Minimum three years experience coordinating projects
• Experience in complex HIS projects with excellent skills in critical thinking organization and time management verbal and written communication to perform large scale meeting scheduling preparation of minutes presentations research and coordination as well as an appetite for learning
• Must be nimble flexible and embrace opportunities to get involved with initiatives related to all aspects of the HIS project
• Possesses excellent interpersonal and communication skills with all levels of the organization works collaboratively and is proactive and solutionsdriven
• High standards of ethics and confidentiality; demonstrates a high level of discretion and tact when handling confidential information
• Has a high attention to detail with strong organizational skills to ensure processes are in place to meet the needs of Osler and its executive team with respect to workflow schedules reporting etc.
• Possesses excellent timemanagement skills with ability to work under pressure to meet varying deadlines while maintaining a positive solutionsfocused and teamdriven approach; sense of urgency and adaptable regarding changing circumstances
• Must have superior skills with Microsoft Office suite of products (intermediate to advanced level) and have prior experience working with software applications such as Word Excel PowerPoint OneNote Teams SharePoint/OneDrive and Adobe Acrobat
• Knowledge of survey tools and good database/records management practices is strongly preferred
• Proven track record of anticipating administrative needs at the executive level and of taking the initiative to stay abreast of priorities
• Ability to critically analyze synthesize and summarize information accurately and effectively in a timely fashion
• Ability to work independently exercise good judgment take initiative and ensure the resolution of routine issues
• Relationship builder with exemplary public relations skills including dealing effectively with all employees the public and representatives from the government and other health care organizations
• Skilled at drafting and formatting documentation using acute attention to detail
• Knowledge in financial analysis budgeting planning and reporting
• Highly developed judgement and initiative in analyzing issues identifying solutions and decision making on highly sensitive matters
• Resourceful in retrieving critical intelligence materials from a full range of sources and to produce briefing notes reports correspondence and other documents in a variety of formats
• Must demonstrate Oslers Values of Respect Excellence Service Compassion Innovation and Collaboration

Additional Information :

Hours: Currently Days (subject to change in accordance with operational requirements)

Salary Range: $77200.50  $96505.50

Application deadline: February 26 2025

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process please notify Human Resources at .

While we thank all applicants only those selected for an interview 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.