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Project Coordinator - Family & Community Medicine - Temporary Full-time  (222176)

Toronto, ON, CA Posted: 6/28/2022 12:48:13 PM

We currently have a Temporary Full-time (Until approx. August 2023) opportunity for a Project Coordinator in the Family & Community Medicine Unit at our Bayview campus.

Hours of Work: Weekdays: Days; 8 hrs; As per schedule


We currently have a Temporary-Full Time (1 year contract, renewable for 1 year) opportunity for a Project Coordinator with the Department of Family & Community Medicine.

Sunnybrook Department of Family and Community Medicine (DFCM) consists of 5 divisions (Long Term Care, Family Medicine Obstetrics, St. John’s Rehab, Palliative Care and Family Medicine), including physicians across other departments and working in the community. The Department of Family and Community Medicine is a fully affiliated, academic teaching site with the University of Toronto, Department of Family and Community Medicine.

Position Summary

The goal in this position is to actively engage in the Department of Family and Community Medicine ongoing activities and projects, which vary from providing administrative support for hospital and health services operations and supporting the Department’s academic mandate by advancing care through teaching and learning and/or transforming care through research and innovation. You will support the day-to-day academic and scholarship activities, and coordinate and oversee multiple projects and tasks in a timely and effective manner. This position may change to include coordination of pandemic responses and infectious disease control support when required.

This position reports to the Chief of the Department but will work collaboratively with many team members across the department and hospital. The ideal candidate is an experienced professional with knowledge of health administration, who is a self-starter with ability to take ownership of work, and be accountable to achieve results. The Project Coordinator must have the capability to manage, plan, organize, and implement assignments independently and/or in collaboration with various team members.


Support to the Chief

  • Act as first point of contact for matters referred to the Chief, including managing the Chief calendar
  • Assist in managing routine correspondence, drafting and distributing responses as required
  • Assist with the preparation of a variety of documents including, but not limited to; letters, agendas, minutes, presentations, spreadsheets and reports
  • Distribute and track documents for appropriate authorization and approvals
  • Input staff hours into Sunnybrook payroll system
  • Provide support to the Chief on strategic plan development, health systems thinking, and other projects and initiatives that arise
  • Coordinate logistic needs including meeting preparations, travel arrangements, and financial reporting (expense claim, invoice processing, monitoring budgets, audits, etc.)
  • Provide support to the Chief related to involvement on committee and/or other Boards
  • Support office space communication and operations (including the Department’s Primary Care Research Unit)
  • Other duties as assigned

Administration and Project Management

  • Coordinate the credentials and onboarding for physicians to ensure they possess the appropriate professional licenses and credentials (including renewals)
  • Support academic appointment and promotion packages to the University of Toronto, DFCM faculty
  • Logistical lead for the Sunnybrook DFCM, including all executive meetings, department meetings, and retreats
  • Work with the Chief and Division/Department Leads to support the maintenance and make recommendations of policies and procedure, ensuring they support health equity, diversity, and inclusion objectives
  • Support best practice and initiatives that will increase diversity among the workforce and enhance human
  • resource practices (such as: recruitment strategy, performance management system, leadership development, physician engagement and retention, succession planning, etc.)
  • Work with the Chief and Division Leads to ensure Sunnybrook By-Laws, Medical-Dental-Midwifery Staff By-laws and all other Sunnybrook policies and codes of conduct are documented in performance management (annual reviews), documentation, and employee on-boarding
  • Support Sunnybrook DFCM organization restructuring
  • Prepare, obtain, and monitor legal documents in a timely manner and submit for filing
  • Support green purchase and procurement requests including catering as required
  • Work with the Chief, Education Committee and various stakeholders on special projects (i.e. fundraising)
  • Develop content for Department Communication including weekly newsletters
  • Maintain strong relationships with system stakeholders to support outreach, knowledge mobilization, sustainability and partnership opportunities with NT OHT
  • Support the Department’s role in Sunnybrook wider initiatives including but not limited to the EDISAN Network (vaccine clinics), Staff Wellness, President’s Taskforces, Environmental Sustainability, Hospital Accreditation, etc.
  • Support University of Toronto, DFCM Central initiatives and principles for faculty development, academic site planning, etc.
  • Provide support to the Department Research students and volunteers
  • Remain knowledgeable and informed on the various Sunnybrook offerings, news and alerts


  • Undergraduate or graduate-level degree/diploma in relevant field (i.e. Business Administration, Health Administration, etc.) OR equivalent combination of education, training and experience
  • Minimum 2-3 years of experience, preferably with strong understanding of healthcare systems
  • Comfortable with Hospital and Business acumen
  • Project management skills (Project management professional designation a plus)
  • Well-developed knowledge and understanding of building inclusive workplaces, organizational development, change management, and staff engagement
  • Must be able to work independently and/or collaboratively in a fast-paced environment
  • Demonstrated sound professional judgment and problem-solving skills, as well as be able to effectively manage multiple priorities, work independently and adapt to changing circumstances with competing deadlines
  • Strong written, oral, presentation and interpersonal communication skills with sensitivity to and awareness of equity, diversity, and inclusion principles through various mediums
  • Demonstrated excellent relationship building, collaboration and conflict resolution skills within a system-wide environment
  • Ability to deal with all levels of management and staff in a professional manner
  • Flexibility and comfortable navigating challenges where the goal or process is unclear
  • Detail oriented — able to accomplish administrative tasks in a fast-paced environment with tight deadlines
  • Proficient with various computer programs including data base management, email, Microsoft Office applications and have familiarity with social media and other technology tools and approaches
  • Discretion, judgement, and ability to deal with highly confidential information, sensitive issues, and emotional situations
  • Experience in writing reports, preparing budgets is an asset
  • Willingness to learn

Qualified candidates are invited to submit their cover letter and resume (in one document) quoting 222176 to:

Human Resources
Sunnybrook Health Sciences Centre

To apply, please click "Apply for Position" at the bottom of this page

Sunnybrook Health Sciences Centre is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Health Sciences Centre is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.

Please be advised that in order to be eligible for employment at Sunnybrook, all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 14 days ago. Medical exemptions or any other kind of requested exemption based upon the Hospital’s obligations pursuant to the Ontario Human Rights Code will be considered on a case-by-case basis.