Project Coordinator - Commercial Tobacco Intervention & Indigenous Communities

                                                                  JOB DESCRIPTION

Job Title:                Project Coordinator – Nursing and Health Projects (Fixed Term to March 31, 2019)

Job Reports to:     Associate Director International Affairs and Best Practice Guidelines Centre

Department:           International Affairs and Best Practice Guidelines Centre

This role is under a Collective Agreement with a starting salary of $52,336.


The primary function of the Project Coordinator is to provide administration, coordination, and data management support to the Director/Associate Director, Program Manager, staff, members and non-members as required for the Registered Nurses’ Association of Ontario.  The responsibilities of this role are to contribute to all stages of best practice guideline all deliverables associated with the assigned Ministry of Health and Long-term Care funded project(s).


  • Work collaboratively with the Program Manager/Associate Director to coordinate the implementation of program activities based on deliverables and outcomes as defined by the parameters of the initiative’s proposal, or other sources of program deliverables.
  • Organize meetings/events arrange for material to be sent or received, prepare meeting packages including agenda and related documents, make arrangements for audio visual, catering, room booking, take minutes and transcribe minutes and other related meeting activities.
  • Coordinate meetings/events for from approximately 50 to 150 attendees (e.g. spotlights) including source venue, arranging catering, arranging travel and accommodation, registration, liaison with facilitators and registrants, assembling materials and arranging for shipping.
  • Attend meetings/events to provide on-site registration and provide administrative support as required.
  • Work collaboratively with Program Manager and/or other staff to organize and support teleconferences, webinars/webcasts, video events and other similar knowledge exchange events.
  • Develop or design marketing material such as flyers or programs for workshops, webinars or other similar events using in-house software.
  • Track budget activities, update budget proposals, review invoices or expense reports for authorization under supervision of Program Manager.
  • Prepare written correspondence including contributing to report drafts, newsletters, reference lists and other supporting material for , focus groups, committee members, facilitators or other stakeholders.
  • Assist with the writing of documents for publication including obtaining documented permissions to use sources.
  • Work in collaboration with Web and Social Media Assistant to update web sites and social media accounts.
  • Source promotional material for program activities (e.g. tote bags, USB keys).
  • Answer inquiries from members and the public and provide and distribute appropriate  information as required
  • Summarize enquiries and issues to be answered by the Manager/Director or others in the department including obtaining approvals, mailing or faxing documents, distributing information and filing.
  • Maintain data bases of contacts and committees for the project and or department in the RNAOs contact database.
  • Prepare draft and final presentation and layout of various project documents, including Power Point and Word documents.
  • Provide assistance to co-workers when necessary for effective team functioning.
  • ­Maintain confidentiality of project information as required under the direction of the Program Manager or Director/Associate Director.


  • University degree or college diploma and up to three years’ related experience.
  • Ability to operate a personal computer and use a variety of software programs.
  • Ability to prioritize, organize workload, work independently, be accurate and meet deadlines.
  • Excellent interpersonal and communication skills to deal with staff and outside contacts to receive and provide information.
  • Experience working with Indigenous Communities an asset


  • equires meeting deadlines, re-prioritizing work or working overtime during "peak" workload periods to perform the duties of the job
  • Concentration is required for short and long periods of time to access and research information, record minutes, review publications and documents, etc., as well as creativity to format documents, design promotional material and organize files
  • Sight, touch and hearing is used when proofreading documents, preparing correspondence and answering telephone inquiries


  • Works in a climate-controlled office with some exposure to stress from multiple demands.
  • Typical conditions are such that no risk or injury is present.

 Travel may be required as part of project-related work.