Well Being and Index Project Coordinator

Position Summary

The Siksika Wellbeing Index Project Coordinator is a temporary, part time position established to support the development, validation and pilot implementation of the Siksika Wellbeing Index.

Siksika Health Services is developing a culturally grounded framework for understanding and measuring wellbeing within Siksika. The project will bring together existing Siksika knowledge, community perspectives, research evidence and SHS program and data information to develop a Siksika Wellbeing Framework and Siksika Wellbeing Index.

The longer term goal of the project is to provide SHS with a meaningful way to understand whether programs, services and investments are contributing to the dimensions of wellbeing that matter to Siksika people, families and community. The Index will initially be developed and piloted within one or two SHS programs before any decision is made regarding broader organizational implementation.

Responsibilities include, but will not be limited to:

Project Coordination

The Project Coordinator will:

1. Maintain the master project schedule and track project activities, milestones, deliverables and deadlines.
2. Coordinate meetings involving the SHS Project Lead, research team, SHS programs and other project contributors.
3. Prepare meeting agendas and materials as required.
4. Attend project meetings and maintain clear records of discussions, decisions and assigned actions.
5. Maintain and regularly update the project action register.
6. Follow up with assigned individuals regarding outstanding actions, documents, information and project requirements.
7. Maintain the project decision register, deliverable tracker, risk and issue register and other project management records established by the SHS Project Lead.
8. Identify upcoming deadlines, delays, outstanding actions or emerging issues and bring these to the attention of the SHS Project Lead.
9. Support preparation of regular project status updates.

Research and Information Coordination

The Project Coordinator will:

1. Coordinate requests for SHS documents, reports, program information and other materials required by the research team.
2. Assist with gathering and organizing existing SHS information relevant to the project, including program reports, evaluations, community engagement findings, strategic planning information, outcome measures and other approved resources.
3. Maintain an organized inventory of project documents and information provided to the research team.
4. Coordinate information requests between SHS and the research team.
5. Support research administration as directed by the SHS Project Lead and research team.
6. Assist with coordinating approved data collection activities.
7. Coordinate with SHS programs participating in project mapping, validation and pilot activities.

Community Engagement Coordination

The Project Coordinator will support engagement involving Elders, Knowledge Holders, community members, SHS programs and other identified participants.

Responsibilities will include:

1. Coordinating participant invitations and scheduling.
2. Arranging meeting locations and logistics.
3. Preparing approved meeting materials.
4. Coordinating Elder, Knowledge Holder and participant honoraria.
5. Coordinating refreshments, supplies and other approved engagement requirements.
6. Maintaining appropriate administrative records related to engagement activities.
7. Supporting communication with participants before and following engagement activities.
8. Supporting the research team with engagement logistics and documentation.
9. Ensuring engagement activities are coordinated respectfully and in accordance with direction provided by SHS.

Pilot Coordination

The Project Coordinator will support the pilot implementation of the Siksika Wellbeing Index within one or two selected SHS programs.

Responsibilities may include:

1. Coordinating meetings with participating programs.
2. Maintaining the pilot implementation schedule.
3. Coordinating required documents, tools and approved data collection materials.
4. Tracking pilot activities and outstanding requirements.
5. Supporting communication between participating programs and the research team.
6. Coordinating participant and staff logistics where required.
7. Assisting with the collection and organization of approved pilot information.
8. Documenting implementation issues and referring them to the appropriate project team member.
9. Supporting completion of pilot activities within established project timelines.

Budget and Administrative Coordination

The Project Coordinator will:

1. Maintain a working project budget tracker under the direction of the SHS Project Lead.
2. Track approved project expenditures and commitments.
3. Coordinate supporting documentation for project expenses.
4. Coordinate consultant invoices and supporting deliverable documentation for review by the SHS Project Lead.
5. Coordinate honoraria documentation and payment processes with Finance.
6. Identify potential budget variances and bring them to the attention of the SHS Project Lead.
7. Maintain organized financial records for project tracking and reporting purposes.
8. The Project Coordinator does not hold independent spending or signing authority.

Document and Records Management

The Project Coordinator will:

1. Establish and maintain an organized project filing structure.
2. Maintain current versions of project documents.
3. Maintain meeting records, decisions, action items and project correspondence.
4. Ensure project records are stored in approved locations.
5. Maintain confidentiality of project, participant and organizational information.
6. Follow SHS privacy, records management and information security requirements.
7. Ensure access to project information is limited to individuals authorized to receive it.
8. Support project closeout and organization of final project records before March 31, 2027.