Program Coordinator

Ontario Health • Toronto, ON

8d • Onsite

About The Position

The Program Coordinator supports the Vice President, Strategy & Portfolio Management in enabling the effective delivery of divisional priorities. This role is responsible for coordinating executive activities, managing information flow, supporting stakeholder engagement, and ensuring alignment across initiatives. Operating at the intersection of strategy, operations, and people, the coordinator brings strong organizational discipline, sound judgment, and exceptional relationship management skills. This role also actively leverages Microsoft Copilot Enterprise and other digital tools to streamline administrative work, enabling greater focus on strategic priorities. This is a forward-looking role suited for someone who is comfortable working with senior leaders, navigating complex environments, and adopting new ways of working, including AI-enabled productivity.

Requirements

• A degree in health administration, health sciences, public administration or associated field or recognized equivalent
• 2-4 years of experience in a coordinator or related role
• Experience of providing executive-level services and support within a highly demanding work environment, preferably within a government or public sector environment, is preferred
• Knowledge of executive office protocols and administrative systems within a government environment is an asset
• An understanding of Ontario’s healthcare system is an asset
• Very strong interpersonal skills, with proven ability to work in a collaborative team environment, as well as independently and interact comfortably with all levels of organization and develop relationships with key stakeholders that establish trust, credibility, and respect.
• Excellent organizational skills and attention to detail; responsible and highly motivated; ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Brings a continuous improvement mindset to daily work — draws on existing experience or knowledge to identify inefficiencies and propose solutions; Formal lean or process improvement training an asset
• Demonstrated ability to effectively manage, prioritize, anticipate, and respond to multiple requests and issues as they arise
• Proven ability to handle confidential information with discretion; adaptable to various competing demands with the highest level of client service and response
• Excellent written and oral communication skills; demonstrated proficiency in English grammar and spelling
• Advanced knowledge of Microsoft Word, PowerPoint, Excel, Visio and Outlook; experience with Project and/or SharePoint would be an asset
• Demonstrated proficiency with Microsoft Copilot or equivalent AI productivity tools in a professional setting — able to direct, review, and improve AI-generated content; Copilot experience in Outlook, Teams, Word, and PowerPoint is preferred
• Forward-looking thinker who actively seeks opportunities, proposes solutions, and embraces new technologies and ways of working
• All applicants must be a resident of Ontario to be considered for roles at Ontario Health.

Nice To Haves

• Experience of providing executive-level services and support within a highly demanding work environment, preferably within a government or public sector environment
• Knowledge of executive office protocols and administrative systems within a government environment is an asset
• An understanding of Ontario’s healthcare system is an asset
• Formal lean or process improvement training an asset
• experience with Project and/or SharePoint would be an asset
• Copilot experience in Outlook, Teams, Word, and PowerPoint is preferred

Responsibilities

• Build and maintain effective relationships with internal and external partners, including governance bodies, clinical and administrative leaders, ministry stakeholders, and peers.
• Provide high-quality executive support through prioritization, coordination, and triage of incoming requests, ensuring timely, accurate, and confidential handling.
• Review and synthesize briefing materials, correspondence, and reports to support executive decision-making.
• Manage sensitive information with discretion and maintain strong standards of confidentiality.
• Coordinate and manage the VP’s schedule, including meetings, speaking engagements, and strategic commitments, balancing competing priorities and sensitivities.
• Lead scheduling coordination across teams and external partners, working with executive assistants and stakeholders to resolve conflicts and optimize timing.
• Prepare and compile meeting materials, agendas, and briefing notes.
• Managing calendars for large or complex meetings
• Consolidating inputs and materials
• Tracking action items and ensuring timely follow-up
• Acting as a central point for communication and issue escalation
• Support the development and distribution of communication materials, including presentations, reports, and correspondence.
• Maintain project and operational documentation (e.g., SharePoint sites, trackers, dashboards).
• Assist in tracking deliverables, timelines, and milestones across projects and initiatives.
• Coordinate activities with committees and project teams to ensure alignment and progress.
• Provide administrative support related to procurement, contracts, and financial coordination.
• Maintain organized, accessible electronic filing systems.
• Support process documentation and workflow coordination to improve efficiency.
• Coordinate divisional operations, including budget tracking, event planning (e.g., town halls, offsites), and HR-related scheduling.
• Participate in cross-organizational communities of practice with other coordinators and executive support staff.
• Build strong, trusted relationships with internal teams, corporate partners, and ministry stakeholders.
• Leverage Microsoft Copilot and digital tools to improve efficiency in scheduling, communications, and document preparation.
• Identify opportunities to streamline processes and enhance team effectiveness.
• Support implementation of improvements by engaging appropriate stakeholders.
• Contribute to a culture of innovation, adaptability, and continuous improvement.

Benefits

• Comprehensive health coverage from day one, with fully paid medical, dental, and vision benefits to support you and your family’s health
• Flexible health care or wellness spending accounts, plus an inclusive program to support your overall well-being
• A premium defined benefit pension plan, ensuring long-term financial security
• Competitive vacation entitlement that encourages time to rest and recharge
• Three personal days and two float days annually, providing added flexibility to support work-life balance, in addition to vacation days
• Ongoing learning and career development opportunities designed to help you grow, advance, and thrive in your profession
• A collaborative, values-driven workplace where integrity, care, humility, inspiration, and tenacity shape everything we do
• Opportunities to participate in Communities of Inclusion, fostering belonging, equity, and the sharing of diverse perspectives across our team

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level