Symbio Project coordinator (Remote) JP316

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The Project Coordinator at Symbio supports the planning, execution, and delivery of projects by ensuring smooth coordination across teams and stakeholders.

Key responsibilities include: • Project Support: Assist in scheduling, tracking progress, and maintaining project documentation. • Coordination: Facilitate communication between project managers, team members, and external partners. • Documentation: Prepare reports, meeting notes, and maintain project records. • Monitoring: Track timelines, deliverables, and resource allocation to ensure projects stay on schedule. • Issue Management: Identify risks or delays and escalate to project leadership when necessary. • Process Improvement: Support the adoption of best practices and tools for efficient project delivery. • Administrative Support: Handle logistics such as meeting coordination, status updates, and stakeholder follow-ups.

Deliverables • Support the maintenance of governance structures by helping update and distribute Terms of Reference (ToRs) for governance groups, committees, and working groups as directed. • Coordinate meeting logistics, including scheduling, preparing agendas, circulating materials, and documenting meeting minutes.

Follow up on assigned action items, decisions, and risks to ensure they are tracked and updated. • Maintain up-to-date membership lists for governance bodies, assist with onboarding and offboarding processes, and help manage access to tools such as JIRA, Confluence, or shared drives. • Assist in preparing and distributing regular governance reports (monthly, quarterly, ad hoc) that summarize attendance, action status, and key updates. • Track governance decisions, action items, and risks using standardized tools and templates (JIRA), ensuring information is current and accurate across all workstreams. • Ensure documentation is consistently formatted and organized, supporting centralized storage using platforms like Confluence, shared drives, and email distribution lists. • Support process improvement activities by collecting feedback from stakeholders, monitoring basic metrics, and providing suggestions for improving governance coordination practices.

The individual will be required to sign a non-disclosure agreement and complete the Department's Privacy Training prior to commencing the assignment.