Administrative and Project Coordinator, The Equity, Diversity, and Inclusion (EDI) Office

Job title: Administrative and Project Coordinator, The Equity, Diversity, and Inclusion (EDI) Office

Job description: Description

Poste chez Canadian Medical Protective Association

■ ADMINISTRATIVE AND PROJECT COORDINATOR, THE EQUITY, DIVERSITY, AND INCLUSION OFFICE

CONTRIBUTING TO THE CMPA

Equity, diversity, and inclusion (EDI) are vital to healthcare. Members and patients experience racism and inequities which can significantly affect physicians, threaten patient safety, and create medico-legal risk. The EDI Office is committed to identifying systemic barriers, equity gaps and institutional processes and practices and to addressing these through the EDI Strategy implementation and EDI assessment and measurement.

The EDI Office supports the implementation of CMPA’s EDI strategy as a critical element of the Association’s new strategic plan. The EDI Office fosters and supports an environment of equity and inclusion across teams at the CMPA, provides strategic-level guidance and advice, and helps to increase capacity for EDI initiatives and programs. The EDI Office works cross-departmentally to support organizational understanding, action and engagement for EDI and antiracism, and it works collaboratively with internal and external stakeholders and partners for the organization to realize its EDI goals. The EDI Office aims to nurture a workplace culture that embodies a strong sense of inclusion and belonging, and build processes, programs, and practices through an equity lens, and supports the work of the whole organization including its employees, the Council, and the CMPA members.

POSITION OVERVIEW

Reporting into the Strategic Lead of the EDI Office, the Administrative and Project Coordinator provides comprehensive support and coordination to the EDI Office. The incumbent plays an integral role in promoting and maintaining open lines of communications between the Strategic Lead, and internal and external stakeholders to ensure efficient and effective operation. The Coordinator provides support for and coordinates various meetings, including planning and preparing documentation, reports and presentations; liaises with meeting participants; and tracks and follows up on action items. This role also provides coordination and support to departmental projects and programs as assigned by ensuring timely and accurate updates on project milestones and project reporting, effectively collaborating with project team members, and maintaining core project documents.

POSITION ACTIVITIES

Administrative Support and Coordination

• Works closely with the Strategic Lead to keep well informed of upcoming commitments and responsibilities. Coordination of the Strategic Lead’s Outlook calendar. Prepares agendas, presentations, and briefing materials required for meetings and appointments.
• Prioritizes and follows up on incoming issues and concerns addressed to the Strategic Lead, including those of a sensitive or confidential nature. Works with Strategic Lead to determine appropriate course of action, referral or response.
• Coordinates the organization of internal and external meetings and presentations. Acts a liaison for meeting participants.
• Organizes travel arrangements for the Strategic Lead, booking rooms, creating and circulating meeting materials, logistics and catering if required.
• Plans, coordinates and distributes meeting packages and minutes for meetings related to the EDI Office.
• Tracks, processes, and reports on the Strategic Lead’s expenses and activities. Tracks operational and special project budgets as needed and assigned, including preparation of financial reports as needed.
• Writes, prepares and distributes various documents, including correspondence and reports.
• Coordinates and maintains the stakeholder engagement files for the EDI Office
• Drafts reports, emails and presentations as needed
• Supports the onboarding of new team members, including coordinating with IT, creating an onboarding plan, booking onboarding meetings, etc.
• Maintains departmental file structure, retention and disposition process, and advises colleagues on file management issues and document maintenance.
• Coordinates learning and teambuilding activities for the EDI Office.

Project and Program Coordination

• Develops and maintains documentation related to project/program milestones and deliverables for the EDI Office.
• Tracks and communicates important dates and action items for projects, programs, and deliverables for the EDI Office.
• Coordinates, and facilitates where appropriate, project team meetings, working group meetings, and team huddles.

• Composes and distributes meeting minutes to all project team members and stakeholders, as required
• Undertakes other project tasks as required

EDUCATION AND EXPERIENCE

• Diploma or Certificate Program (2-3 years) in business administration, or other related field
• A minimum of 4-6 years in an administrative position; experience supporting senior leadership is preferred
• A minimum of 2-4 years of project coordination in a professional work environment
• Experience working with electronic scheduling systems (e.g. Outlook), Internet, electronic document management systems (e.g. Documentum) and other business applications (e.g. MS Word, Excel, PowerPoint, Teams)
• Experience working with Software and Computer applications: MSOffice, MSTeams, MSPlanner, Zoom, Miro
• Demonstrated experience coordinating meetings and events in a corporate environment, including booking travel, catering, and meeting rooms.
• Demonstrated experience tracking expenses and/or budgets.
• Courses in writing skills, project management/coordination and time management are considered a strong asset
• Bilingualism (English and French) is considered an asset

SKILLS AND ABILITIES

• Knowledge of and deep commitment to EDI, justice, anti-racism, and reconciliation
• Knowledge and lived experiences of inequities, and other forms of discrimination as a member of an equity deserving group

• Strong verbal and written communication and interpersonal skills
• Strong time management and organizational skills with attention to detail

• Demonstrated ability to take initiative, carry out responsibilities independently and use sound judgement
• Ability to liaise with all levels of staff across the organization in a professional and courteous manner
• Ability to handle multiple priorities, meet deadlines and take direction from multiple sources
• Ability to make decisions effectively, working both independently and as part of a larger team
• Ability to organize meetings and prepare minutes
• Ability to work with budgets, invoices and expense claims
• Ability to draft correspondence and presentations
• Ability to coordinate the work of others, both administrative and subject matter experts
• Ability to work in a high volume and deadline driven environment
• Demonstrated ability to handle sensitive issues and confidential information

POSTING DETAILS

• Job type: This is a regular full-time opportunity.
• Salary range: $68,000 to $79,100 annually- classified as a level 7.
• Location: Fully Remote Job. You can work from a home-based office on a full-time basis, with occasional on-site presence at the CMPA office (on an as-required basis for departmental or all-staff activities). If you prefer to work in an office setting as your primary workspace, you can choose to work out of the CMPA’s office located in Ottawa, Ontario.
• Selected candidates may be required to complete a skills assessment.
• To apply for this position, please submit your resume and a cover letter outlining how your knowledge and experience could contribute to support the mandate of the CMPA EDI Office.
• Application deadline: February 14, 2024 at 4:00pm EST

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities, and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.

Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.

We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.

Click Here to Apply

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