Providence Health Care’s new St. Paul’s Hospital Project – IT Program is hiring! We are looking for a Site Coordinator for our IT Infrastructure & Building Systems portfolio(s).The Site Coordinator, IT Infrastructure & Building Systems assists with the coordination and review of all onsite construction activities related to IT Infrastructure and Building Systems.
In this position, you will report to Damian Kayra, Director, Infrastructure & Building Systems and be joining an exceptional, hardworking team. The IT Program Executive Director, Jordan Pope, leads the team through a strong vision and a wealth of redevelopment expertise.

IT Program Vision: To be a national healthcare reference centre for best practice information technology solutions that enable patients and families, clinical professionals, academics, and research partners to improve the patient care experience.

To learn more about the new hospital project, check us out here.

What You’ll Do:

• Ensuring alignment of the project teams with external consultants and with the processes and standards of the Integrated Project Processes.
• Scheduling, organizing, and attending the construction site visits with consultants and contractors, ensuring smooth execution.
• Keeping accurate records of construction site observations, issue logs, and status reports to keep the project on track.
• Conducting thorough construction site inspections to identify deficiencies, documenting issues with photos, notes, and location details.
• Ensuring 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 in keeping with organizational and project policies, procedures and direction.
• Acting 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.
• Coordinating and arranging project team meetings as required in consideration of urgency and nature of the subject matter.  In consultation with the project team(s) preparing documents including presentation, spreadsheets, correspondence, meeting minutes and reports in an accurate and timely manner.  Developing and maintaining spreadsheets to record, analyze, and display data. 

What You Bring:

• Recent, related experience that includes project or office coordination, as well as successfully managing diverse projects or initiatives. Engineering education or trades exposure would be considered an asset in this position.
• Experience managing and coordinating meetings, taking detailed notes and following up on action items.
• Strong attention to detail with the ability to clearly document observations made in the field.
• Strong communication skills with the ability to clearly convey complex ideas verbally and via email.
• Experience with interpreting construction drawings or schematics and understanding how those drawings relate to what is being physically built.
• Demonstrated scheduling and time management skills.
• Demonstrated skill set in documentation and reporting.
• Proven ability to work effectively with various parties with vested interest including contractors, consultants, and internal teams

Please note: this is a hybrid-role where the main work space will be the PHC construction trailer on the NSPH site. Regular on-site presence is required approximately 3-4 days a week.

Deadline to Apply: Friday, May 2nd at 12:00 PM PST

Education:
Recognized Bachelor's Degree in Business or Project Management, supplemented with two (2) to five (5) years' recent related experience with facilities projects within a large, complex organization, or an equivalent combination of education, training and experience.

Skills and Abilities:
• Demonstrated knowledge of project management processes and coordination and has quality improvement skills.

• 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), Microsoft Project, Reference Manager and Internet Explorer.)

• Physical ability to carry out the duties of the position.

• A competitive salary: The hiring range for this position is $65,000-$77,799 depending on experience and internal equity.
• 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.

Your Day to Day:

• 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 major capital project streams 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 in keeping with organizational and project policies, procedures and direction.
• Identifies issues for review, resolution or are escalated to the appropriate level to meet project delivery user requirements and project timelines.
• Provides support to relevant staff on developing project actions and monitoring deliverables.
• Provides project and contract administration support and coordination in the development and implementation of assigned projects and initiatives.
• Coordinates and provides document management for key activities, tracks and documents project status, risks and issues management and related issues.
• Assist in the development and presentation of ongoing, frequent, clear and concise reports and presentations to project teams, major capital projects leadership and other stakeholders on progress updates, issues, challenges, and opportunities.
• Assists in ensuring 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 major capital 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 stakeholders, including helping identify appropriate staff.
• 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 stakeholders 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, analyze, and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material.
• Ensures the project Master Schedule or schedule for the assigned project stream 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.
• 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 and, ensure project invoices are reconciled against project budgets, and reconciled and prepared for regular 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.