Program Facilitator – Knowledge Exchange, Public Health Ontario

Organizational Overview:

Great people, exceptional teams building a stronger Public Health Ontario.

We are Public Health Ontario (PHO). We live our values as a shared promise to each other, our clients and our partners. We value credibility, innovation, responsiveness, collaboration, integrity and respect. With our partners in Ontario’s health system, we monitor and address the needs of the population by providing the scientific evidence and expert guidance that shapes policies and practices for a healthier Ontario. With locations across Ontario, we are working to ensure that Ontario has the strongest public health system in the world so that every day Ontarians wake up in one of the safest places to live in the world.

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Position Details:

Position Title: Program Facilitator

Department: Knowledge Exchange

Job ID: 21-0499RP

Location: 480 University Ave. Toronto, Ontario

Duration: Permanent

Hours of work: Full-time 36.25 hours per week

Compensation Group: AMAPCEO

Salary: $71,146- $100,165 per year

Posting Date: December 16, 2021

Closing Date: January 7, 2022

All new PHO employees are required to be fully vaccinated as a condition of hire in accordance with Public Health Ontario’s Mandatory COVID-19 Vaccination Policy, unless they are exempt on the basis of medical or other grounds pursuant to the Ontario Human Rights Code.

Internal candidates will be considered first

Position Summary:

To support health units, researchers, community partners, and other stakeholders working on capacity building programs, specifically locally driven collaborative projects by facilitating participation, engagement, implementation, uptake of research, and program activities.

Key Responsibilities:

  • Acts as a contact person for health unit led teams to support the development of study protocols and prepare application documents for Locally Driven Collaborative Project (LDCP) funding. Supports LDCP teams in completing application forms and submission documents required to obtain project funding.
  • Responsible for: (1) supporting the development of project/program proposals; (2) assisting the development of collaboration and collaborative approaches to research and evaluation; (3) managing and coordinating the submission and review processes; (4) supporting the ongoing implementation of projects; and (5) monitoring project progress.
  • Provides on-going advice and critical feedback on study and program design, methodology, feasibility issues, budget and other proposal components based on program guidelines and review criteria.
  • Conducts ‘friendly reviews’ of study protocols to increase the quality, feasibility and appropriateness of projects.
  • Develops, maintains and updates a toolbox of resources and capacity building materials for program/project teams to assist with proposal development and project/program implementation, including but not limited to: LDCP team resource binder, Workshop learning bursts, worksheets and webinars, Budget tools and calculators, Scientific design and methods and Grant writing resources
  • Organize and implement a review process for the annual cycle of collaborative projects/programs including recruitment of reviewers, development of review guidelines and criteria and coordinating materials.
  • Works closely with the relevant PHO colleagues to ensure all activities and deliverables related to Capacity Building programs (e.g. LDCP) are achieved, including legal, finance, and privacy to ensure agreements and processes adhere to requirements (regulatory, directives, PHO policy).
  • Negotiates deliverable and reporting requirements with internal and external parties; designs and implements oversight processes to ensure compliance
  • Assists project teams with project implementation by providing support for operational processes such as engagement of students, financial reporting, data and material sharing requests and collaboration agreements.
  • Receives and reviews project interim and final reports from project recipients; creates and maintain spreadsheets, SharePoint document libraries, and other appropriate catalogues of current and historical information that would include tracking, organizing and maintaining documents such as project applications, contracts/agreements, reports, and deliverables.
  • Compiles and distributes regular communications around new program/funding opportunities to support Capacity Building, to Knowledge Exchange teams.
  • Contributes to Capacity Building team activities (e.g., development of templates, policies and guidelines to be used within the team, assistance with the development of grants and contracts for internal research projects).
  • Provide other duties as assigned

Knowledge and Skills:

  • Knowledge of work practices in public health, and in a collaborative research environment, in order to provide support to interdisciplinary scientific programs, health units, researchers, community partners, and other stakeholders working on multicentre or multi-partner research projects.
  • Knowledge of developing key components of research proposals including but not limited to literature reviews, objective statements, methodology and analytic plans, knowledge exchange plans, ethical and privacy requirements, and resource planning and justification (budget and personnel) in order to provide critical feedback based on sponsor requirements and review guidelines.
  • Knowledge of a range of study designs including qualitative and quantitative research methods is required.
  • Knowledge of the work processes to prepare proposal applications and implementation documentation for funding programs.
  • Familiar with the Canadian peer-review granting systems, processes and procedures such as the TriCouncil Policy Statement on Ethical Conduct for Research Involving Humans, application procedures for the CIHR and ResearchNet in order to provide advisory services and education to the public health research community.
  • Organizational skills needed to manage multiple activities simultaneously in order to accomplish a goal and to effectively and efficiently use resources and arrange information and files.
  • Strong interpersonal and listening skills to work effectively with other members of the research and ethics team and to interact with all clients using a high degree of discretion and diplomacy.
  • Skill in the operation of various systems and software programs including: word processing, database management, Excel, PowerPoint, and related applications.
  • Effective organizational and project management skills and initiative to coordinate linkages throughout PHO and the public health sector.
  • Administrative and planning skills to provide support across multi-functional areas of the business unit.
  • Ability to work efficiently with multiple deadlines and changing priorities with meticulous attention to detail.
  • Analytical and conceptual abilities to manage programs from inception to implementation and evaluation

Education and Experience:

  • Master’s degree in public health, health sciences, health administration, health informatics, social sciences, or equivalent area of study with at least 5 years’ experience, in order to support the development of project proposals, and to assist the development of partnerships and collaborative approaches to research and evaluation.

Attributes and Competencies:

  • Written communication and editorial skills used to prepare and/or coordinate proposals for contracts, RFPs, grant applications or similar; and to prepare a wide variety of program-related materials for a variety of audiences.
  • Written communication skills used to write clearly and succinctly on complex technical and sensitive matters involving project funding applications; verbal communication skills are used in providing advisory services and education to the public health research community, including internal scientists, staff and students, as well as in providing advisory services and education to the external public health research community.
  • Negotiation skills used to enable consensus and agreement with external sponsors and partners and corporate services teams on the terms and conditions of research agreements, including timing of deliverables and requirements for financial and progress reports.
  • The use of tact and diplomacy are essential when communicating and explaining complex matters to people outside the organization who are not familiar with the processes for completing application forms for project funding, including electronic submission documents.
  • Builds appropriate rapport and has the ability to build constructive and effective relationships across the organization and with external stakeholders to meet expectations and requirements.
  • Using interpersonal and listening skills, the incumbent works effectively with other members of the research operations team and interacts with all clients using a high degree of discretion and diplomacy.
  • Work is conducted within the framework of Knowledge Exchange department policies, protocols and standards.
  • Judgement is required in working with PHO corporate service areas including legal, finance, and privacy to ensure agreements and processes adhere to sponsor requirements; where necessary, incumbent designs and implements oversight processes/procedures to ensure compliance with program requirements and negotiates with external parties to establish terms and conditions related to funding agreements.
  • Accountable for providing advice and critical feedback provided to internal and external parties on study design, methodology, feasibility issues, budget, and other proposal components based on sponsor guidelines and review criteria.
  • Accountable for assisting project teams with project implementation by providing support for operational processes such as engagement of students and/or research staff, financial reporting, data and material sharing requests, and the decisions made by the incumbent that impact the work of project teams.
  • Accountable for assisting project teams with project implementation, and thereby influencing their completion of assigned deliverables.
  • Provides advice and coaching to assist external collaborative research teams in collaborative methodologies, protocol design planning and implementation.
  • Develops, coordinates and delivers capacity building training to internal and external stakeholders i.e., public health staff and research collaborators, related to protocol development, funding application processes and project/program implementation.
  • Exercises coaching, guidance and advice when assisting the project teams with project/program implementation processes such as engagement of students and/or research staff, financial reporting, and data and material sharing requests.

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