Corporate Project Management Specialist (1 Year Contract)

Job Description

The Corporate Project Management Specialist provides hands-on project support for strategic, interdisciplinary and interdepartmental initiatives. Each project remains owned and sponsored by the accountable departmental leader, executive sponsor or subject matter lead, who sets direction, makes key decisions and remains ultimately responsible for outcomes. Working in partnership with project leaders, the Specialist brings structure, coordination, tools and disciplined follow-through to the project lifecycle. The role organizes contributors, maintains project plans and controls, facilitates stakeholder engagement, prepares decision-ready information, and supports successful implementation and adoption.

As part of an emerging corporate project management function, this position will contribute to the development and refinement of project management practices, processes and supporting structures. The role's reporting relationship and organizational alignment may evolve as the function matures and organizational needs change.

We are looking for: A Full-Time Corporate Project Management Specialist (12-Month Contract)

Hours of Work: Monday – Thursday: 8:30AM to 4:30PM, Friday: 8:30AM to 3:30PM. This is a hybrid work from home role.

Reports to: Vice President, People, Learning & Culture

Compensation

Hiring Salary Range: The salary for this role ranges from $70,000 to $88,000 per year, depending on your skills and experience.

Responsibilities

Project Partnership and Coordination

• Support strategic, interdisciplinary and interdepartmental projects from initiation through close-out under the direction of the accountable departmental leader, executive sponsor or subject matter lead.
• Partner with the project owner to translate their direction and subject matter expertise into clear charters, objectives, scope, governance, deliverables, success measures and decision requirements.
• Develop and maintain integrated project plans covering deliverables, milestones, dependencies, resources, procurement, quality and implementation readiness.
• Support project governance by coordinating steering committees and working groups, documenting decisions and accountabilities, and ensuring matters requiring sponsor or business-owner direction are brought forward promptly.
• Coordinate leaders, subject matter experts, vendors and contributors across departments; clarify actions, follow up on commitments and keep workstreams connected and moving forward.
• Plan and facilitate meetings and workshops, prepare agendas and materials, document decisions and actions, and provide the project owner with the information needed to lead effectively.

Project Controls, Risk and Reporting

• Maintain project controls for scope, schedule, resources, quality, risks, issues, assumptions, dependencies and change requests, and flag variances or decisions for the project owner.
• Maintain decision-ready documentation, including work plans, status reports, risk and issue logs, stakeholder maps, meeting records and lessons learned.
• Monitor progress against approved plans, analyze variances and recommend corrective actions for consideration and approval by the project owner or sponsor.
• Prepare concise, transparent status reports and decision materials for the project owner, sponsors, steering committees and senior leaders; escalate barriers, risks and decisions promptly.
• Support the project owner in defining and tracking outcomes, key performance indicators and benefits, synthesizing findings, and coordinating the transition of deliverables to operational teams.

Change Management and Adoption

• Develop and coordinate change management activities in partnership with the project owner, including impact and readiness assessments, stakeholder analysis, engagement, communications, training and reinforcement plans.
• Assess how changes affect people, processes, technology, roles, policies and client or service delivery, and translate impacts into practical implementation actions.
• Equip the accountable leader, executive sponsor and subject matter experts with stakeholder insights, key messages, materials and plans so they can visibly sponsor the change.
• Identify resistance and adoption risks, gather stakeholder feedback and recommend adjustments to the project owner while maintaining alignment with approved direction.
• Measure readiness, adoption and sustained use after launch, and recommend reinforcement or remediation where benefits are at risk.

Continuous Improvement and Organizational Practice

• Apply root cause analysis, process mapping, data analysis and continuous-improvement methods to identify opportunities and design sustainable solutions.
• Promote consistent project and change management practices, templates and lessons learned across the organization.
• Build trusted, transparent relationships across departments and create an inclusive environment in which operational, clinical, technical and corporate perspectives inform decisions.
• Regularly engage with subject matter experts and stakeholders to gather insight, identify organizational challenges and opportunities, and evaluate current processes and practices
• Ensure project work considers client and staff safety, privacy, regulatory obligations, accessibility and service continuity, with advice from the appropriate subject matter experts.
• Conduct and identify best practice industry and emerging trend research to inform organizational improvement and apply evidence-based research to support continuous improvement

Qualifications

• Education: A graduate degree in Business Administration (MBA), Health Administration (MHA), Public Administration or a related field is preferred. An equivalent combination of education and relevant experience may be considered.
• Certification: Project Management Professional (PMP), Change Management certification or another relevant professional designation is preferred.
• Minimum three years of progressive experience coordinating or supporting complex, cross-functional projects throughout the full project lifecycle.
• Advanced knowledge of project management methodologies, including project planning, governance, budgeting, resource allocation, risk management, change control and performance monitoring.
• Demonstrated ability to support project sponsors and owners in delivering initiatives on time, within scope and budget, while ensuring successful implementation and sustained adoption.
• Strong change management expertise, including stakeholder engagement, impact assessments, communication, training and organizational readiness.
• Proven ability to influence and collaborate with leaders and subject matter experts, drive accountability and facilitate progress without direct authority.
• Exceptional communication, facilitation and presentation skills, with the ability to translate complex information into clear, actionable recommendations for diverse audiences, including senior leadership.
• Strong analytical, critical-thinking and problem-solving skills, with experience in process improvement, root cause analysis and data-informed decision-making.
• Excellent organizational skills, with the ability to manage competing priorities, navigate ambiguity and resolve challenges independently.
• Proficiency with project management, collaboration, reporting and presentation tools.
• Knowledge of healthcare, community care, regulated services or the Ontario healthcare system is considered an asset. Clinical credentials or expertise are not required.

Additional information

Circle of Care is committed to fostering an inclusive, accessible environment, where all employees, volunteers and clients feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the communities in which we live and serve, and creating an environment where every employee has the opportunity to reach their potential. Circle of Care seeks applicants who embrace our values of equity, anti-racism, and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including but not limited to those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.

We are committed to an environment that is barrier free. If you require accommodation, please inform us in advance.

We thank you for your interest in Circle of Care. We welcome you to apply for this role, even if you do not meet every requirement listed. Circle of Care may use artificial intelligence (AI) through third-party platforms, to assist in parts of the recruitment and/or selection process. Only applicants who are selected for an interview will be contacted.

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