■ ADMINISTRATIVE AND PROJECT COORDINATOR, THE EQUITY, DIVERSITY, AND INCLUSION
OFFICE (1-YEAR TERM)
CONTRIBUTING TO THE CMPA
The Equity, Diversity, and Inclusion Office (EDIO) plays a strategic role in
advancing equity, diversity, inclusion, anti-racism and Reconciliation across
the organization. Grounded in the CMPA’s mission to protect physician members
and promote safe medical care, the EDIO works to identify and address systemic
barriers, biases, and equity gaps that impact both members and employees.
Through cross-departmental collaboration, strategic guidance, and
capacity-building, the Office fosters a culture of inclusion, belonging, and
psychological safety. It supports the implementation of the CMPA’s EDI Strategy
by embedding an equity, diversity, and inclusion (EDI) lens into programs,
processes, and practice that impact members, council, and employees. The EDI
Office is committed to continuous learning, meaningful engagement, and
collaboration that reflects the diverse experiences and perspectives of members
and employees.
POSITION OVERVIEW
The Administrative and Project Coordinator provides comprehensive support and
coordination to the EDI Office (EDIO). The incumbent plays an integral role in
promoting and maintaining open lines of communications between the EDIO, and
internal and external stakeholders to ensure efficient and effective operation.
The coordinator provides administrative support for and coordinates various
meetings, including planning and preparing documentation, reports and
presentations; liaises with meeting participants; and tracks and follows up on
action items. This role also provides coordination and support to departmental
projects and programs as assigned by ensuring timely and accurate updates on
project milestones and project reporting, effectively collaborating with project
team members, and maintaining core project documents.
POSITION ACTIVITIES
Administrative Support and Coordination
- Works closely with the EDIO team to keep well informed of upcoming
commitments and responsibilities. Coordination of the team calendars as
needed. Prepares agendas, presentations, and briefing materials required for
meetings and appointments.
- Prioritizes and follows up on incoming issues and concerns addressed to the
EDIO, including those of a sensitive or confidential nature. Works with the
EDIO team to determine appropriate course of action, referral or response.
- Coordinates the organization of internal and external meetings and
presentations. Acts as a liaison for meeting participants.
- Organizes travel arrangements for the EDIO team, booking rooms, creating and
circulating meeting materials, logistics and catering if required.
- Plans, coordinates and distributes meeting packages and minutes for meetings
related to the EDIO.
- Tracks, processes, and reports on the EDIO expenses and activities.
- Writes, prepares and distributes various documents, including correspondence
and reports.
- Coordinates and maintains the stakeholder engagement files for the EDIO.
- Drafts reports, emails and presentations as needed.
- Supports the onboarding of new team members, including coordinating with IT,
creating an onboarding plan, booking onboarding meetings, etc.
- Maintains departmental file structure, retention and disposition process, and
advises colleagues on file management issues and document maintenance.
- Coordinates learning and teambuilding activities for the EDIO.
Project and Program Coordination
-
Develops and maintains documentation related to project/program milestones
and deliverables for the EDIO.
-
Tracks and communicates important dates and action items for projects,
programs, and deliverables for the EDIO.
-
Coordinates, and facilitates, where appropriate, project team meetings,
working group meetings, and team huddles.
-
Composes and distributes meeting minutes to all project team members and
stakeholders, as required.
-
Undertakes other project tasks as required.
EDUCATION AND EXPERIENCE
- Diploma or Certificate Program (2-3 years) in business administration, or
another related field.
- A minimum of 4-6 years in an administrative position; experience supporting
senior leadership is preferred.
- A minimum of 2-4 years of project coordination in a professional work
environment.
- Experience working with electronic scheduling systems (e.g. Outlook),
Internet, electronic document management systems (e.g. Documentum), platforms
such as Monday.com, Menti, Miro, and other business applications (e.g. MS
Word, Excel, PowerPoint, Teams).
- Experience working with software and computer applications: MSOffice,
MSTeams, MSPlanner, Zoom, Miro.
- Demonstrated experience coordinating meetings and events in a corporate
environment, including booking travel, catering, and meeting rooms.
- Demonstrated experience tracking expenses and/or budgets.
- Courses in writing skills, project management/coordination and time
management are considered a strong asset.
SKILLS AND ABILITIES
- Strong awareness of systemic inequities and discrimination, developed through
lived experience or active involvement in advancing equity and inclusion.
- Knowledge of and deep commitment to equity, diversity, inclusion, justice,
anti-racism, and Reconciliation principles.
- Exceptional verbal and written communication skills, with the ability to
build strong interpersonal relationships.
- Advanced time management and organizational abilities, demonstrating accuracy
and attention to detail.
- Proven capacity to take initiative, work independently, and exercise sound
judgment in decision-making.
- Skilled in liaising with staff at all levels across the organization in a
professional and respectful manner.
- Ability to manage multiple priorities, meet tight deadlines, and respond
effectively to direction from various sources.
- Strong decision-making skills, with the flexibility to work both autonomously
and collaboratively within a team environment.
- Proficient in organizing meetings, preparing agendas, and recording accurate
minutes.
- Experience with budgets, processing invoices, and handling expense claims
with precision.
- Competence in drafting clear, concise correspondence and creating impactful
presentations.
- Ability to coordinate and support the work of others, including
administrative staff and subject matter experts.
- Thrives in high-volume, deadline-driven environments, maintaining quality and
efficiency under pressure.
- Demonstrated ability to handle sensitive issues and maintain strict
confidentiality.
POSTING DETAILS
- Job details: 1-year Term, Full-Time. Position is eligible for health/dental
benefits and paid time off.
- This posting is for an existing vacancy
- Salary range: $69,700 to $81,000 – this role is classified as a level 7
- Location: Fully Remote - working from a home-based office anywhere in the
provinces of Ontario and Québec
- Skill assessment: selected candidates may be required to complete a skill
assessment
- Application deadline: November 26, 2025 at 4:00pm EST
The CMPA is an equal opportunity employer and is committed to being responsive
to those living with disabilities and strives to prevent and remove barriers to
accessibility. The CMPA will provide support and accommodation in its
recruitment processes to applicants living with disabilities. If you are invited
to participate in an interview and/or skills assessment and have accommodation
needs, please let us know.
Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive
to build a culture of inclusion where employees can be their authentic selves
and are valued for their diverse experiences and perspectives.
We welcome and encourage candidates from diverse backgrounds and a variety of
lived experiences to apply.
