Stakeholder Relations & Advisory Committee Coordinator Location: Toronto-661 University Department: Strategy and Stakeholder Relations The Role: To lead the coordination of the work of PHO’s external advisory committees and stakeholder relations projects and processes across multi-functional areas of PHO as well as with external stakeholders. Key Responsibilities- Lead the day-to-day coordination of enterprise stakeholder relations processes related to requests for scientific and technical advice and audits/reviews, as well as PHO advisory committees. Leads all aspects of coordination including tracking activities, deliverables, timelines and accountabilities. Prepares agendas, annotated agendas, meeting minutes for technical scientific committees. Develops briefing notes, presentations and other written materials for PHO advisory committees. Coordinate the recruitment, onboarding and off-boarding of advisory committee members, including developing calls for members, screening applications, supporting review of members by management, developing appointment and thank you letters, etc. Conduct the logistical support aspects for committees, including working with internal and external stakeholders on complex scheduling to identify opportune meeting time options for senior participants, booking meetings (virtual and in-person), issuing meeting invitations to members and guests, and timely distribution of meeting materials. Apply change management and communication tactics to guide stakeholders through relevant changes related to enterprise stakeholder relations processes, as well as PHO advisory committees. Manage the flow of information, including requests, to other PHO staff in consultation with the Manager and leads the coordination of inputs from other areas of PHO for enterprise stakeholder relations processes, as well as PHO advisory committees. Provide guidance to internal and external stakeholders on committee governance and best practices. Support management in preparation of reporting on progress and implementation of evaluation findings for enterprise stakeholder relations processes, as well as PHO advisory committees. Coordinate the flow of information to stakeholders to provide updates on progress related to for enterprise stakeholder relations processes and PHO advisory committees, as relevant. Ensure that all initiatives adhere relevant PHO process and policies and/or provincial requirements, and proactively identifies problems including developing risk mitigation strategies, by bringing these issues to the attention of the Manager. Recommends specific priorities to the Manager and develops, implements and evaluates approved projects and processes. Develops written material including presentations, reports and summaries related to the initiatives arising from various sources of information. Represent PHO at meetings and other activities with external stakeholders related to enterprise stakeholder relations processes, as well as PHO advisory committees. Work with internal colleagues in other areas on enterprise stakeholder relations processes, as well as PHO advisory committees, as relevant. Manages document and processes on SharePoint related to enterprise stakeholder relations processes and PHO advisory committees to ensure systems are set up to orderly archive and access relevant materials. Document business processes and develop plans and training materials to ensure consistency of business practice and suggesting areas for improvement in internal processes along with possible solutions. Maintain confidentiality for sensitive files related to enterprise stakeholder relations processes and PHO advisory committees. Performs other duties as assigned. Knowledge and Skills- Knowledge of project management methodologies and techniques to coordinate all aspects of the projects from inception to implementation/completion/evaluation, such as project charters, critical paths and milestones, work schedules, roles and responsibility charts, etc. with meticulous attention to detail. Skills and ability to conduct environmental scans, consultations and information analysis to inform development. Understanding of Canadian public health and healthcare systems to know where to find information sources, such as when undertaking jurisdictional scans and evaluative surveys. Interpersonal, leadership, teamwork and relationship building skills are required in order to maintain effective linkages with all levels of contacts both internal and external to PHO. Organizational, time management, and priority-setting skills in order to organize and coordinate processes for multiple committees, projects and processes concurrently. Sound judgement and ability to escalate issues to Manager. Skill and ability to work under pressure and respond to deadlines in a fast-paced environment. Skill and expertise in working in a matrix management structure and within cross disciplinary- teams. Skill and ability to develop minutes, proposals, reports, and presentations. Problem-solving skills and negotiation skills to ensure that deliverables are completed on time. Proficiency with office computer systems (e.g., database management, word processing, spreadsheet and presentation applications, and SharePoint). Education and Experience- Baccalaureate degree in Public Health, Sociology, Health Administration or related discipline. Project Management Certification or equivalent. A Master’s degree (in Public Health, Health Administration, or related discipline) would be an asset. 3 to 5 years’ experience managing projects in a health-related organization in order to contribute to the management and coordination of projects and processes across multi-functional areas of Public Health Ontario. Previous experience coordinating scientific and/or senior-level committees and related project work in large complex organizations within the public sector an asset. Attributes and Competencies- Oral communication skills in both formal and informal settings, such as consulting with management, team members and stakeholders (internal and external to PHO) regarding the development and execution of stakeholder relations and advisory committee processes and projects. Facilitation and interpersonal skills to effectively liaise with internal program staff and stakeholders in the coordination of planning efforts. Written communication and editorial skills in order to prepare meeting agendas, annotated agendas, minutes, briefing notes, reports, letters, presentations, educational sessions, commentaries, and summaries of recommendations arising from research and creating background materials suitable for inclusion in policy briefs, technical reports, background documents, FAQs and correspondence. Interpersonal skills to build relationships with team members ad other stakeholders (internal and external to PHO). Represents PHO and promotes its mandate and strategic initiatives to external stakeholders/clients through presentations, attendance at conferences, and other activities. Interacts with PHO stakeholders in government, health units, academia and clinical settings as appropriate to PHO’s external advisory committees and stakeholder relations projects and processes and ensures that information is shared and feedback received from all stakeholders. Facilitates groups and delivers training/presentations. Judgement and problem-solving skills are utilized in the development of goals, timelines and deliverables; determines when to escalate any areas of concern to the Manager or advisory committee leadership. Determines priorities while performing a variety of different responsibilities with conflicting deadlines, particularly to determine the importance and urgency of issues. Strong analytical and conceptual abilities to manage processes and projects from inception through implementation to completion. Accountable for developing, coordinating and delivering on processes, projects as colleagues, team members and stakeholders may be depending on the outcome of a project or deliverable for their own work. Accountable for coordinating and using project management methodologies in all aspects of work to ensure that the processes and projects are well-organized and those involved understand their roles. Evaluates results and stakeholder engagement to ensure objectives and stakeholder requirements are met. Provides coordination and oversight to the work of others with respect to ensuring that the work of others is completed, in order to keep the deliverables on track. Coaches and informs others on committee and stakeholder relations processes and guidance. Duration: Permanent Hours of Work: Full time, 36.25 hours per week Compensation Group:Association of Management, Administrative and Professional Crown Employees of Ontario Salary :$67,932.00 - $95,107.00 Posting Date: 10-22-2025 Closing Date: 11-6-2025 Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition. Note: Internal candidates will be considered first. While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose. PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to HR_Inquiries@oahpp.ca. Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process. Public Health Ontario (PHO) is an agency of the Government of Ontario dedicated to protecting and promoting the health of all Ontarians and reducing inequities in health. We link public health practitioners, front-line health workers and researchers to the best scientific intelligence and knowledge from around the world. With our partners in government, public health and health care, we provide the scientific evidence and expert guidance that shapes policies and practices for a healthier Ontario. PHO has locations across Ontario, including 11 laboratory sites. We’re committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to HR_Inquiries@oahpp.ca. For more information, visit publichealthontario.ca. Didn’t find a job that matched your profile? We are always looking to grow our talent pool of public health professionals. Introduce yourself and our recruitment team will have access to your profile for future job opportunities.
