Position Summary
The Program Coordinator supports the coordination and administration of quality initiatives within the Department of Obstetrics, Gynecology & Newborn Care at The Ottawa Hospital (TOH). This role contributes to the planning, implementation, and evaluation of quality improvement activities and provides administrative and project support to the Director of Quality and department leadership to advance patient care, safety, and operational priorities.
The role operates within a complex academic hospital environment and requires coordination across multiple stakeholders.
Key Responsibilities
1. Quality Program Administration
- Provide day to day administrative and coordination support to the Quality Program.
- Track quality-related projects, timelines, and action items for the department.
- Support the Director of Quality in meeting TOHAMO quality metrics and reporting requirements.
- Maintain ongoing communication with Quality Leads, the Quality Committee, and other key party members.
- Assist in department-wide communications regarding Standard Operating Procedures (SOPs) and quality-related updates.
2. TOHAMO Report Administration
- Assist in the preparation and submission of the annual TOHAMO report for the Department.
- Collaborate with key department leads to gather data and track progress.
- Support ongoing tracking of TOHAMO-related projects and compliance metrics.
- Facilitate coordination of activities required to meet annual TOHAMO requirements.
- Monitor project timelines and follow up with contributors to support timely completion.
3. Administrative & Project Support for the Director of Quality
- Coordinate calendar scheduling and meeting logistics for the Director of Quality.
- Provide administrative and project support for:
- Key projects, working groups, and process improvements.
- Presentations and reports for executive leadership
- Meetings with Quality Leads, trainees and other team members.
- Assist with coordination of Resident Research Projects, M&M rounds, and trainee quality initiatives, as required.
4. Quality Leads & Committee Meeting Support
- Support Quality Leads in developing meeting agendas.
- Record and distribute minutes from Quality Leads Meetings.
- Track action items and follow up with leads to support progress and completion.
5. Quality Project Committee Support
- Coordinate committee meetings, including scheduling, agenda preparation, and record minutes.
- Support communication and follow up with project leads.
- Assist with the review process for quality project submissions.
- Liaise with clinical managers and teams involved in quality projects.
6. Quality Reporting & Documentation
- Support the development of quality-related reports, including:
- Annual Quality and Patient Safety Academic Report.
- Annual Quality Plan.
- Ad hoc quality summaries, presentations, and project updates.
- Maintain documentation related to quality initiatives and reporting activities.
7. Overall Quality Improvement (QI) Project Administration
- Support QI projects and initiatives for the department, including:
- Organization of QA-related activities, projects, and meetings.
- Assisting with REB checklists and project documentation.
o Supporting quality projects and initiatives.
- Track and share updates on project progress, key findings, and action items.
8. Team Training Program + FHS Workshop – Project Administration
- Coordinate logistics and administrative support for the Team Training Program + FHS Workshop, including:
- Scheduling meetings, tracking attendance, and managing registration.
- Liaising with simulation centers and facilities teams.
- Creating promotional materials, invitations, and communications.
- Supporting certification requirements and tracking completions.
- Organizing faculty facilitators and ensuring multidisciplinary team participation.
- Organizing workshop materials, agendas, and catering logistics.
- Providing on-site coordination on the day of the workshop.
9. Document Retention and Communication
· Maintain and update the Department SharePoint to support communication, record-keeping, and document accessibility.
· Support the consistent storage of departmental policies, meeting minutes, and official documents.
· Support the use of departmental platforms (e.g., MS Teams, SharePoint) for communication and collaboration.
Qualifications
Education & Experience
- 3-5 years of administrative experience, preferably in a healthcare or academic setting.
· Post-secondary education (college or university) in Administration, Business, or a related field, or an equivalent combination of education and experience.
Skills & Competencies
- Excellent written and verbal communication skills.
- Strong organizational, analytical, and problem-solving abilities.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and project management tools.
- Ability to organize multiple projects, deadlines, and key contributors simultaneously.
Preferred Qualifications
- Familiarity with hospital policies or Quality Improvement (QI) principles.
Work Environment
- Hybrid work model (2 days in-office per week, subject to departmental needs).
- Primarily an office-based role with occasional travel for meetings, workshops, and training sessions.
· May require some flexibility in scheduling during peak quality reporting periods, in accordance with organizational policies.
Salary Range with Benefits
· Salary Range: $65,137.00 – $82,901.00 per year, based on experience and qualifications
· Opportunity for salary progression in accordance with organizational practices.
· Eligibility for a compressed work week may be considered after three months of employment, subject to approval.
· Health and Dental Spending Account
· Annual RRSP Contributions based on years of employment
Application Process
Interested candidates should submit the following:
- A cover letter highlighting relevant experience and interest in the role.
- A current resume or CV.
Please send your application to [email protected]
Job Type: Full-time
Pay: $63,000.00-$82,000.00 per year
Work Location: Hybrid remote in Ottawa, ON K1H 8L6
