Role overview

The purpose of this request is to acquire a contingent Project Control Officer to support Emergency Services implementation teams with scheduling, meeting coordination, documentation, reporting materials, action tracking, and follow-up across multiple workstreams. The role will act as a central coordination point to help keep information organized, current, accessible, and actionable for project managers, implementation leads, internal partners, and stakeholders.

Responsibilities:

Coordinate calendars, meetings, working groups, agendas, materials, minutes, decisions, and follow-up actions for Emergency Services implementation teams.
Schedule and organize recurring and ad hoc meetings, ensuring participants have the information, materials, and context needed to participate effectively.
Prepare and maintain meeting records, action item lists, decision logs, status materials, briefing notes, presentations, correspondence, and other documentation.
Maintain document repositories, trackers, templates, and shared workspaces so information is accurate, organized, appropriately labelled, and easy to locate.
Gather updates from team members, review information for completeness and consistency, and follow up to clarify missing details or next steps.
Use judgment and critical thinking to identify scheduling conflicts, documentation gaps, unclear accountabilities, overdue items, or issues requiring attention.
Coordinate information flow across Emergency Services workstreams, internal partners, and stakeholders to support clear communication and timely follow-up.
Support project managers and implementation leads with risk registers, routine reporting, document preparation, meeting follow-up, and coordination of requests.
Provide administrative support for budgeting, invoice tracking, expense processing, procurement follow-up, and related coordination activities as required.

Desired Skills:

Post-secondary education in business administration, project coordination, health administration, or a related field; equivalent education and experience may be considered.
Working knowledge of basic project coordination concepts, including timelines, roles, actions, decisions, risks, issues, and status reporting.
Experience using project coordination or project management tools such as MS Project, MS Planner, or similar platforms.
Experience supporting health system, implementation, or multi-workstream project environments.

Required Skills & Experience:

Experience providing executive, administrative, or project coordination support in a professional environment with multiple stakeholders and competing priorities.
Strong scheduling, coordination, organization, prioritization, time management, communication, critical thinking and follow-through skills, including the ability to identify gaps, clarify next steps, and manage competing requests.
Proficiency with Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and related collaboration platforms; experience with MS Project, MS Planner, or similar tools is an asset.
Strong written and verbal communication skills, with the ability to prepare clear notes, summaries, briefing materials, presentations, correspondence, and documentation.
Demonstrated ability to coordinate calendars, meetings, agendas, materials, minutes, decisions, action items, and follow-up across multiple workstreams.

Requirements

Deliverables Include:

Coordinate meeting schedules, agendas, materials, minutes, decision records, and follow-up action logs for Emergency Services implementation teams.
Current and well-organized project documentation, including action item lists, decision logs, status materials, briefing notes, presentations, correspondence, trackers, templates, repositories, and shared workspaces.
Consolidate workstream updates that identify progress, gaps, risks, issues, decisions required, and next steps to support timely reporting and communication.
Routine project coordination support materials, including risk register updates, status reporting inputs, meeting follow-up summaries, and request-tracking documentation.

Must Haves:

Experience providing executive, administrative, or project coordination support in a professional environment with multiple stakeholders and competing priorities.
Strong scheduling, coordination, organization, prioritization, time management, communication, critical thinking and follow-through skills, including the ability to identify gaps, clarify next steps, and manage competing requests.
Proficiency with Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and related collaboration platforms; experience with MS Project, MS Planner, or similar tools is an asset.
Strong written and verbal communication skills, with the ability to prepare clear notes, summaries, briefing materials, presentations, correspondence, and documentation.