Job Summary:
In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Operations Coordinator provides technical and operational support through the coordination of contracts and operational documentation for the public private partnership (P3) management team; manages and coordinates document distribution, schedules formal communications with private partners, subcontractors and PHSA stakeholders; prepares and maintains comprehensive document control records and tracking mechanisms; tracks, monitors, and audits key performance indicators; monitors facility service levels, ensures compliance with the Project Agreement and participates on various committees and task groups
Duties/Accountabilities:
- Provides technical and operational support through the coordination of contracts and operational documentation for the P3 management team; provides control point for all key operational documents including communications from P3 partners, legal counsel and internal and external stakeholders; reviews incoming Requests for Information, Submittals, correspondence, reports, inquiries and instructions; determines requirements and refers matters as required to the appropriate PHSA stakeholder.
- Establishes procedures and maintains comprehensive document control records; creates and maintains tracking mechanisms for items including Requests for Information, Submittals and Work Requests; maintains relevant files and follows up to ensure that needed action has been taken; acts as liaison in coordinating matters between the site management team, internal stakeholders and private partners.
- Drafts, edits and formats documents, such as responses to Requests for Information and Advices; forwards to the appropriate person for approval; monitors processes and responses for compliance with the Project Agreement.
- Coordinates and maintains Project Agreement data and related changes over the life of the Agreement; ensures operations information is current and relevant.
- Tracks, monitors and audits key performance indicators within the Project Agreement; monitors facility service levels to ensure Project Agreement compliance, operational standards and client satisfaction levels are met; tracks, reports and follows up on site operational issues and deficiencies; escalates issues to the General Manager as required.
- Liaises with the General Manager, internal stakeholders and private partners on meeting operational deliverable goals.
- Establishes and maintains an effective network of relationships and influence so as to promote achievement of project objectives and / or resolution of issues; develops and maintains appropriate communication processes to ensure timely exchange of information with internal and external stakeholders; refers matters to appropriate staff as required and ensures appropriate follow up.
- Maintains an understanding of PHSA’s deliverables and commitments as set out in the Project Agreement; provides technical guidance as to compliance with those deliverables and commitments.
- Provides support to the General Manager in the planning and coordination of designated projects for the Teck Acute Care Centre; supports consultation with relevant departments, preparation of project specifications, cost estimates, options analysis and recommendations on implementation; supports the development of project plans; coordinates implementation with site stakeholders.
- Plans, coordinates and approves minor works requests; liaises with department leads, internal support services, P3 partner and / or external vendors to ensure changes are in compliance with Project Agreement,.
- Participates on various committees, teams and task groups.
- Participates on special projects and assignments as requested; performs research, collects and analyzes relevant data and produces required reports.
Qualifications:
A Diploma in Project Management, Building Technology or related discipline plus three (3) to five (5) years of recent related experience in project management support, real estate or facilities planning within a large complex organization, or an equivalent combination of education, training and experiences. Is aware of own assumptions, values, principles, strengths and limitations.
Ability to work independently and in cooperation with others. Ability to organize, plan, prioritize, multi-task, and problem solve. Ability to work independently using initiative and judgment with little or no direction. Excellent written and verbal communications. Demonstrated ability to work under pressure and in a changing environment. Proven ability to develop and maintain effective working relationships with others both within and outside of the organization. Demonstrated working knowledge of project specific software, terms and methodologies. Knowledge of personal computers, including related word processing, spreadsheet and database management software applications. Physical ability to carry out the duties of the position.
