Required Education
- Post-secondary education in a health-related field, such as Health Sciences, Health Informatics, Public Health, or a related discipline
- Equivalent training and relevant experience supporting large-scale Clinical Information System (CIS) projects or digital health programs will also be considered
Required Experience
- Minimum 2 years of demonstrated experience supporting project schedule management using dynamic forecast scheduling methodology and general project coordination within a Clinical Information System (CIS) program or similar clinical digital health initiative
- Minimum 2 years of experience as a Project Coordinator overseeing and managing multiple stakeholder groups, concurrent workstreams, governance groups or committees, and supporting complex forecast scheduling for a CIS
- Experience developing, maintaining, and monitoring integrated project schedules, including project activities, milestones, dependencies, and resource availability
- Experience updating schedule forecasts to reflect actual progress, revised estimates, approved changes, and emerging constraints
- Experience coordinating schedule inputs across multiple workstreams and preparing status reports addressing milestone progress, schedule variances, dependencies, and risks
- Experience coordinating project meetings, including scheduling, agenda preparation, material distribution, meeting minutes, and follow-up on assigned actions
- Experience maintaining project documentation, decision logs, action trackers, risk registers, and deliverable tracking records
- Ability to identify and escalate outstanding project issues, scheduling constraints, and dependencies to project leadership
- Experience coordinating multiple stakeholder groups and maintaining communication across clinical, technical, and project teams
- Ability to support complex project scheduling, governance activities, and project delivery coordination within a healthcare technology environment
Preferred Experience
- 1–2 years of experience managing project schedules using dynamic forecast scheduling methodologies in healthcare or similarly complex environments
- Experience coordinating integrated schedules across multidisciplinary teams, including Business Analysts, stakeholders, and executive leadership
- 1–2 years of experience providing project coordination and delivery support for clinical or health service transformation initiatives
- Experience drafting and maintaining project documentation, standard operating procedures (SOPs), meeting minutes, coordination tools, and templates
- Experience preparing monthly, quarterly, and ad hoc project status reports covering deliverables, milestones, scheduling forecasts, and outstanding issues
- 1–2 years of experience supporting project governance activities in large or complex organizations
- Experience supporting steering committees, clinical advisory groups, governance committees, or working groups
- Experience preparing governance reports, documenting decisions, tracking actions, and maintaining accurate risk and dependency logs
- Strong proficiency in Microsoft Office 365, including Excel, Word, PowerPoint, Visio, Outlook, and Teams
- Hands-on experience with Zoom and Atlassian JIRA for tracking actions, decisions, and access requests, with 3+ years of experience desired
- Bilingual proficiency in French and English, including written and verbal communication, with the ability to support engagement, communication, and training initiatives in both languages
- Formal training in project management methodologies, such as Prosci, APMP, Lean Six Sigma, process improvement, or equivalent training
- Strong attention to detail, organizational skills, documentation accuracy, and stakeholder communication abilities
Overview
We are seeking an experienced Project Coordinator – Scheduler to support a large-scale healthcare digital transformation initiative focused on implementing an integrated Clinical Information System (CIS). This position will play a key role in coordinating project schedules, tracking milestones, managing dependencies, and supporting delivery across multiple clinical, technical, and operational workstreams.
The successful candidate will develop, maintain, and monitor integrated project schedules using dynamic forecast scheduling methodologies. Responsibilities include updating schedule forecasts, monitoring project progress, identifying scheduling risks and variances, coordinating stakeholder inputs, and preparing regular project status reports. The role also involves organizing project meetings, maintaining action and decision logs, managing documentation, and facilitating communication across multidisciplinary teams.
Job Responsibilities
Project Scheduling and Forecast Management
- Develop and maintain integrated project schedules using dynamic forecast scheduling methodology
- Incorporate project activities, milestones, dependencies, workstream deliverables, and resource availability into project schedules
- Coordinate regular scheduling updates with Project Managers, workstream leads, and supporting personnel
- Update schedule forecasts based on actual progress, revised estimates, approved changes, and emerging constraints
- Identify scheduling variances, milestone delays, dependencies, and risks that may affect project delivery timelines
- Coordinate follow-up activities related to scheduling constraints and their impacts on dependent workstreams
- Maintain consistent scheduling practices and standardized project coordination processes across multiple workstreams
Project Coordination and Stakeholder Management
- Coordinate project meetings, including scheduling, logistics, agenda preparation, and distribution of supporting materials
- Prepare and maintain meeting minutes, documented decisions, assigned actions, and follow-up records
- Ensure action owners and due dates are clearly documented and tracked
- Collaborate with clinical teams, project stakeholders, informatics professionals, and technical personnel
- Coordinate project activities across multiple workstreams to maintain alignment with project objectives
- Support governance committees, working groups, and project leadership meetings
- Facilitate communication between project teams and stakeholders to address scheduling issues and delivery priorities
Project Documentation and Reporting
- Prepare monthly, quarterly, and ad hoc project schedule and coordination reports
- Track project milestones, deliverables, schedule forecasts, risks, issues, and dependencies
- Maintain accurate decision logs, action trackers, risk registers, and project documentation
- Monitor resource availability and scheduling constraints that may affect forecast timelines
- Document workstream progress, outstanding actions, and project delivery status
- Maintain project records, scheduling inputs, and coordination materials in designated project management tools, JIRA, and shared drives
- Develop and maintain standard operating procedures, documentation templates, and coordination tools
- Ensure documentation is accurate, current, consistently formatted, and accessible to relevant stakeholders
Governance and Risk Management
- Support project governance activities involving multiple stakeholder groups and committees
- Track governance decisions, assigned actions, project dependencies, and identified risks
- Escalate outstanding issues, schedule constraints, and delivery risks to appropriate project leadership
- Assist with preparing governance documentation, meeting materials, and status reports
- Monitor scheduling and action-tracking metrics to support effective project oversight
- Recommend improvements to scheduling practices, reporting processes, and coordination tools
Knowledge Transfer and Continuous Improvement
- Support the standardization of project scheduling, documentation, and coordination practices
- Collaborate with project teams to identify opportunities for process improvement
- Provide knowledge transfer and mentorship to internal project personnel
- Share relevant expertise in facilitation, project coordination, documentation, and scheduling processes
- Support the development of sustainable project management practices and operational capabilities
- Participate in both ongoing operational activities and project-based initiatives
- **Only those lawfully authorized to work in the designated country associated with the position will be considered.**
- **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**
About Rose
- Founded in 1993
- Office Locations Across the U.S.
- 150+ Clients: Corporations and Government Agencies
- Employee Oriented Company
- Challenging Assignments Across the U.S.
- Continuous Professional Development
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