Salary: The salary range for this position is CAD $32.43/Hr. - CAD $46.62/Hr. Job Accuracy Posting Flag: The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required
Summary:
What if your next role helped bring a landmark healthcare and research facility from vision to reality? Providence Health Care is seeking a Project Support Coordinator with a construction, engineering, or administration background to provide project coordination and administrative support throughout the delivery of the Clinical Support and Research Centre (CSRC). Working closely with Project Managers, consultants, and contractors, you will help ensure this transformative project is delivered efficiently, effectively, and with lasting impact.
The CSRC is the latest project on the New St Paul’s Hospital Campus, designed to house non-acute care components for Providence Health Care. The CSRC will be located at 1002 Station St., directly adjacent to the new St. Paul’s Hospital development. Construction commenced in December 2024 with move-in anticipated in 2029.
About the Role:
The Project Support Coordinator will provide administrative and document control support to the CSRC Project Leadership Team.
Responsibilities include reviewing and maintaining logs of construction RFIs and submittals, tracking QA/QC reports, attending project coordination meetings, organizing site walks, and supporting overall project administration processes. The successful candidate will also attend field reviews with the project team and record site progress.
The Project Support Coordinator is responsible for managing the project's Smartsheet platform, coordinating document review meetings, and collaborating closely with internal teams across the Clinical Support and Research Centre (CSRC) and New St. Paul's Hospital (NSPH) projects to support the successful delivery of shared and interdependent workstreams. The role monitors contractor deliverables and construction documentation schedules to help ensure project milestones are achieved, while also assisting with the coordination of contractor activities related to site logistics and scope planning. In addition, the Project Support Coordinator supports quality assurance efforts throughout construction by utilizing deficiency-tracking software to identify, report, and monitor issues through to resolution.
What You Bring:
-
Experience in construction document management, preferably on healthcare or institutional projects
-
Excellent written and verbal communication skills
-
Familiarity with construction progress reporting, field reviews, Canadian Construction Documents Committee (CCDC contracts), and Smartsheet is considered an asset.
The successful candidate will be expected to divide their working time between the Construction On-Site Office (1002 Station Street), Providence Health Care Project Office (1056 Comox Street), and remotely from home.
What You Bring:
Education
-
Recognized Bachelor's Degree in Business or Project Management supplemented with three (3) to five (5) years' recent related project management experience with facilities projects within a large, complex organization, or an equivalent combination of education, training and experience.
Skills and Abilities
-
Ability to implement, and demonstrated knowledge of, project management, process coordination, and quality improvement skills.
-
Ability to conduct detailed research (such as literature and best practice initiatives) and to analyse findings.
-
Ability to plan, multi-task, organize, problem-solve and prioritize work.
-
Ability to communicate effectively both verbally and in writing.
-
Excellent interpersonal skills and ability to work collaboratively with individuals at all levels internally and externally.
-
Ability to work independently using initiative and judgment.
-
Ability to type proficiently.
-
Ability to effectively use a variety of computerized software, databases and systems (such as Microsoft Office 2000 (Word, Excel, PowerPoint, Access), Reference Manager and Internet)
-
Physical ability to carry out the duties of the position.
What We Offer:
- A competitive salary: The salary range for this position is $32.43 - $40.50 per hour, depending on experience.
-
Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
-
State-of-the-art facilities: The new St. Paul’s Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul’s Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul’s Hospital is expected to open in 2027.
-
Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
-
Hybrid work opportunity.
-
A comprehensive health benefits package including dental, vision, and life insurance as well as pension.
Your Day to Day:
The Project Support Coordinator:
-
Provides administrative and clerical support for highly sensitive, confidential matters, and documents, monitors, and helps coordinate the work of the teams and the execution of the varied Redevelopment projects from initial planning and design stages through to implementation and completion.
-
Ensures two-way information flow and that project work of the various teams is on track, adheres to project protocols, is completed within the required timelines, and is inkeeping with organizational and Redevelopment policies, procedures and direction.
-
Ensures issues are reviewed, resolved, or escalated to the appropriate level to meet project delivery user requirements and project timelines.
-
Maintains an understanding of the project schedule(s), deliverables, and commitments as set out in project charters and other work plans. Provides support to relevant staff on developing project actions and monitoring deliverables.
-
Provides project and contract administration support and coordination in the development and operational implementation of assigned projects and initiatives. Coordinates documentation for key activities, tracks and documents project status, risks and issues management and related issues.
-
Performs related administrative and clerical related duties as required.
-
Provides ongoing, frequent, clear and concise reports to project teams and SPH Redevelopment leadership on progress updates, issues, challenges, and opportunities. Presents project updates to internal collaborator groups, external agencies, organizations, and other collaborators. Ensures issues are resolved or escalated to appropriate level(s) so that project budget, schedule, deliverables, and user requirements are met.
-
Researches, identifies, collects, and analyses relevant data/information relating to current projects, maintains confidentiality and provides input and recommendations to project team for development, implementation, analysis, dissemination of findings and policy/practice implications.
-
Through a variety of mediums, assists with and ensures the dissemination of information and knowledge related to projects and key initiatives for the Redevelopment Projects overall.
-
Actively supports the management and facilitation of time-limited projects and programs to support and help identify best strategies and activities for team members and other collaborators, including helping identify appropriate staff. Assists the teams in accessing and utilizing appropriate project management tools and resources.
-
Provides feedback and input to the designated supervisor in establishing and preparing standards, procedures and instructions that contribute to the effectiveness of the project(s). Acts as a liaison between project/planning teams and program leads to ensure that standards and policies are in place and developed in accordance with the needs of other departments and the end users. Liaises with appropriate collaborators to ensure coordination of information is maintained.
-
In collaboration with the relevant Project Manager(s) and/or Director(s), coordinates the implementation and communication of approved recommendations, processes, standards, resulting from previous projects, research, best practice, and policy reviews.
-
Coordinates and arranges project team meetings as required in consideration of urgency and nature of the subject matter. In consultation with the project team(s) prepares documents including presentation, spreadsheets, correspondence, meeting minutes and reports in an accurate and timely manner. Develops and maintains spreadsheet and database software to record, analyse, and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material.
-
Ensures the project Master Schedule is kept up to date and clearly incorporates progress relative to all identified tasks. Ensures team members such as contractors/consultants/others maintain schedules and integrates that information into the Master Schedule. Prepares monthly schedule updates for reporting to various committees as required. Updates any changes to the critical path and communicates updates to the designated supervisor.
-
Functions as the point of contact and liaison with the designated supervisor to receive and convey information related to the project(s) as assigned. Drafts and coordinates ongoing communications between project team(s) and collaborators.
-
Updates and maintains filing / tracking systems (both electronic and hard copy) to ensure access and timely retrieval of information..
-
Monitors period, quarterly, mid-year and year-end budget expenditures and reports variances. Gathers and summarizes financial information related to assigned projects for submission to the project lead and sponsor.
-
Liaises with Finance department to ensure project consultant invoices are tabulated against project budgets and co-related to the master schedule progress reports. Processes payment requests and invoices for expenditures. Collects and deposits funds and maintains banking records and reports as needed.
-
Coordinates, schedules and prioritizes appointments and meetings in collaboration with the designated supervisor and/or project team members. Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, supplies and catering. Determines requirements and ensures all necessary support documentation is available and arrangements are completed. Prepares and distributes agendas, attends and records meeting notes. Monitors task list and follows up on action items as required.
-
Ensures alignment of the project teams with external consultants and with the processes and standards of the Integrated Project Processes.
-
Performs other related duties as assigned.
Who We Are:
Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.
From our humble roots 129 years ago, Providence has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization’s long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.
We acknowledge that Providence Health Care and the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.
