RQ00403 Symbio Project Coordinator Scheduler I 2 year I Remote

Job Title: Project Coordinator Scheduler (PM-2)

2 year Contract

Service New Brunswick

Remote

Background

New Brunswick is undergoing a significant transformation transitioning from various standalone hospital information systems to a unified standardized and integrated Clinical Information Solution (CIS) - SYMBIO. This transformation prioritizes the standardization of clinical practices province-wide a crucial step toward achieving a unified provincial CIS. The focus is on identifying leading practices in patient care delivery and responsible health data management. The Clinical Standards project aims to support this objective by identifying and developing clinical standards to be adopted across the province and seamlessly integrated into the forthcoming CIS.

The department of Health is seeking the services of a Project Manager (Governance Coordinator - PM2) focused on managing project schedules and processes initiatives related to Symbio the provincial CIS consolidation program.

Services Sought

The Department of Health (DoH) requires a Project Coordinator (PC) to support project schedule management and general project coordination for the CIS Program. The Project Coordinator will develop maintain and monitor integrated project schedules using dynamic forecast scheduling methodology updating forecast dates as progress dependencies resource availability and priorities evolve. Key responsibilities include coordinating schedule inputs across workstreams tracking milestones and deliverables identifying schedule variances and risks and supporting timely reporting and follow-up. The role will also coordinate project meetings maintain project documentation and action logs and facilitate communication across clinical project and informatics teams to support alignment and project delivery.

The PC will work closely with all program streams and leads to ensure consistent scheduling practices current forecasts coordinated dependencies and standardized project coordination processes and tools across workstreams.

With the support of the Transformation Management Office Clinical Team Leads and other Project Coordinators the PC will be responsible for:

• Develop and maintain integrated project schedules for the Symbio Project using dynamic forecast scheduling methodology incorporating workstream activities milestones dependencies and resource availability. Coordinate regular updates with project managers stream leads and supporting staff.
• Update schedule forecasts to reflect actual progress revised estimates approved changes and emerging constraints. Identify variances against planned milestones and coordinate follow-up on impacts to dependent activities and delivery timelines.
• Coordinate project meetings logistics agendas materials and documented outcomes ensuring action owners and due dates are clear and follow-up supports project objectives and schedule commitments.
• Maintain project documentation and track deliverables decisions actions dependencies and risks across workstreams escalating schedule constraints and outstanding items to the appropriate project leads.
• Prepare monthly quarterly and ad hoc project schedule and coordination reports including:
• Current schedule forecasts milestone status and variances
• Workstream progress and deliverable status updates
• Decision action dependency and schedule risk tracking
• Resource availability scheduling constraints and impacts on forecast timelines
• Maintain accurate and current project schedule inputs status information and coordination records in designated project tools JIRA and shared drives.

The selected candidate will support the long-term sustainment of the Symbio Program by ensuring effective knowledge transfer and capability development among program personnel throughout the engagement. They will be expected to actively mentor and develop New Brunswick program personnel by sharing relevant skills and expertise in facilitation processes and documentation. This will enable program staff to independently apply the knowledge practices and expertise required to ensure continuity and support the ongoing success of the program.

The Department of Health is looking to acquire up to two (2) Project Managers (Governance Coordinator - PM2) for this statement of work.

Mandatory Requirements

The Department of Health seeks a resource that demonstrates the following Mandatory Requirements.

For mandatory requirements bidders must provide sufficient detail to allow the evaluators to understand the education work experience role duties and duration (clearly stating from Month / Year to Month / Year). Failure to provide all required details to verify the experience may result in disqualification of the vendors proposal.

*Bidders must not alter any portion of the Solicitation or associated documents except for adding the information requested by the Solicitation. Bids containing clauses additional to the Solicitation that are qualified or conditional may be rejected.

Mandatory Requirements

No.

Requirement

Required

M1

Post-secondary education in a health-related field (e.g. health sciences health informatics public health or a related discipline).
Consideration will also be given to candidates with equivalent training and relevant experience supporting large scale clinical information system (CIS) projects or digital health programs.

Yes

M2

Must have 2 years of demonstrated experience supporting project schedule management using dynamic forecast scheduling methodology and general project coordination within a CIS program or similar clinical digital health initiative.
This includes:

• Developing maintaining and monitoring integrated project schedules including activities milestones dependencies and resource availability.
• Updating schedule forecasts using dynamic forecast scheduling methodology to reflect actual progress revised estimates changes and emerging constraints.
• Coordinating schedule inputs across workstreams and preparing project status reports that identify milestone progress schedule variances dependencies and risks.
• Coordinating project meetings including scheduling agenda preparation materials distribution meeting minutes and follow-up on assigned actions.
• Maintaining project documentation and decision action and risk logs; tracking deliverables and follow-ups; and escalating outstanding items or schedule constraints to project leads.

2 years

M3

A minimum of two (2) years of experience acting as a Coordinator overseeing and managing multiple stakeholder groups multiple concurrent workstreams governance groups/committees and assisting with complex forecast scheduling for a CIS.

2 years

M4

The candidate must be available to start work on or about the date specified in Section 8 of the SOW.

Yes

M5

Limit the number of submissions for each vendor to 2.

Yes

Scored Requirements

No.

Requirement

Desired Experience

S1

Demonstrated experience managing project schedules using dynamic forecast scheduling methodology in a healthcare or similarly complex environment. This includes developing and maintaining integrated schedules coordinating inputs from multidisciplinary teams including Business Analysts stakeholders and executive staff and updating forecasts to reflect actual progress dependencies resource availability and emerging constraints. Experience includes tracking milestones identifying schedule variances and risks and reporting impacts on delivery timelines in a technology-enabled clinical setting.

12 years

S2

Demonstrated experience in general project coordination and delivery support within clinical or health service transformation projects. This includes:

• Drafting and maintaining project documentation meeting minutes standard operating procedures (SOPs) and coordination tools and templates.
• Coordinating project meetings including scheduling agenda preparation materials distribution and follow-up on assigned actions.
• Preparing or coordinating monthly quarterly and ad hoc CIS project status reports covering deliverables milestone progress schedule forecasts and outstanding issues.
• Maintaining accurate and timely decision action dependency and risk logs to support project coordination and schedule management.

Tracking deliverables and follow-ups across CIS workstreams coordinating with project leads and working groups and escalating outstanding actions or schedule constraints. Provide examples of maintaining project documentation coordinating meeting logistics and workstream inputs and following up on action items to support delivery timelines.

12 years

S3

Experience in a project governance or coordination role in a large or complex organization. Demonstrated ability to:

• Support governance groups such as steering committees clinical advisory groups or working groups.
• Assist with preparing meeting agendas recording minutes and maintaining accurate decision/action/risk logs.
• Support the preparation of governance reports and documentation for review by senior staff or project leads.

Provide examples that show attention to detail timeliness in documentation and collaboration with internal stakeholders.

12 years

S4

Candidate can demonstrate bilingualism in French and English (Written and verbal) able to lead engagement communications and training initiatives in both languages.

Yes

S5

Candidate demonstrates a strong proficiency of Microsoft Office 365 suite (Excel Word PowerPoint Visio Outlook Teams) Zoom and Atlassians JIRA for tracking actions decisions and access requests in a workplace setting with hands on experience.

3 Years

S6

Candidate has formal training in Project management methodologies such as Prosci APMP Lean Six Sigma or process improvement training or equivalent with the ability to apply structured approaches to organizational Project.

Yes

Job Details & Compensation

• Job Type: Contract / Full-time (Mixture of steady-state and project-based efforts)
• Pay Rate: $80.00 per hour (Incorporated / Corp-to-Corp) based on a standard 7.5-hour workday.
• Work Location: Remote with a requirement to travel to New Brunswick at least once per quarter (Travel expenses to NB are the candidates responsibility; authorized expenses within NB will be reimbursed).
• Schedule: Monday to Friday 8:15 AM to 4:30 PM AST. Occasional pre-approved evening or weekend work may be required.