Apply for Junior-Intermediate: Change Specialist/Project Coordinator - Healthcare

On behalf of our public sector client, Affinity is seeking a Change Specialist/Project Coordinator - Healthcare. This is an integrated role that embeds people-side change into the day-to-day mechanics of project delivery. This role ensures that stakeholder readiness, communications, training, and adoption are planned, tracked, and reported as integral components of the project plan, with the same rigor, milestones, and accountability as technical build activities. A core part of this integration is building and socializing user journeys and personas so that the project team, sponsors, and stakeholders share a common understanding of who is affected, how their work changes, and what adoption looks like from all perspectives. The role reports into the Sr. Program Manager, Research IT, and may be deployed across concurrent streams of work within an overarching program.

Responsibilities:

• Support Sr. Project Managers in scoping new assignments, contributing to charters, scope statements, and initial estimates.

• Conduct stakeholder analysis and change impact assessments alongside scope definition, so impacted roles, departments, and user groups are identified at the same time as project scope.

• Support the Sr. Project Manager in tailoring the change approach, governance cadence, and engagement activities based on project complexity, stakeholder impact, and delivery needs.

• Develop user personas and end-to-end user journeys, to ensure stakeholder analysis translates into a tangible picture of affected users, their pain points, and their desired future state.

• Build out the master project schedule together with the Sr. Project Manager so that change tasks (communications, engagement sessions, readiness checkpoints, champions onboarding, training development, and delivery) are aligned with the build and test tasks, with named owners and dependencies.

• Support project financial planning activities, including maintaining budget forecasts, tracking planned versus actual expenditures, and assisting the Sr. Project Manager with budget reporting, resource planning, and financial documentation.

• contribute the change management workstream to the master project plan maintained by the Sr. Project Manager using the ADKAR model (Awareness, Desire, Knowledge, Ability, Reinforcement), scaled appropriately to size and impact.

• Maintain the communications tracker, stakeholder register, RAID log structure, and reporting cadence for the assignment, leveraging RIT PMO templates and existing program assets where available.

• Use personas and journey maps (where appropriate) to inform the change approach, communications segmentation, training role mapping, and engagement plan.

• Coordinate day-to-day project activity: schedule and facilitate project meetings, capture minutes and action items, follow up with owners, and keep the schedule and RAID log current.

• Manage and maintain people-side risks, dependencies, decisions, and assumptions within the project RAID log.

• Prepare integrated weekly and monthly status reports, dashboards, and steering committee materials that report on both delivery progress and adoption/readiness.

• Track project actuals against approved budgets; coordinate vendor purchase orders, invoices, and payment activities; monitor financial variances; and contribute to monthly financial reporting and forecasting for project and program governance forums.

• Coordinate governance forums (steering committees, sub-committees, working groups): scheduling, agendas, pre-reads, minutes, and follow-ups.

• Draft, coordinate, and distribute targeted communications across multiple channels tailored to distinct stakeholder segments. Coordinate with the Corporate & Public Affairs team to ensure messaging aligns with institutional brand and communication standards.

• Facilitate engagement sessions, focus groups, and workshops with researchers, principal investigators (PIs), and administrative staff to build awareness, gather feedback, and foster buyin.

• Equip Change Champions with toolkits, talking points, FAQs, and feedback mechanisms; facilitate regular check-ins to monitor adoption progress, surface resistance, and share success stories.

• Identify and escalate resistance through stakeholder interviews, surveys, and engagement sessions; support the Sr. Project Manager, sponsors, and business leads in developing and implementing appropriate mitigation strategies. Socialize user journeys and personas across the project team, sponsors, Change Champions, and steering forums so that everyone designs, builds, communicates, and decides with the same shared understanding of the user experience.

• Partner with Business Analysts, Product Owners, and implementation partners to develop rolebased training plans for all user groups interacting with new or changed systems and processes.

• Design and deliver training materials (SOPs, quick reference guides, hands-on workshops); plan and execute phased training rollouts including pre-launch training, go-live drop-in clinics, and post-launch refresher sessions, all sequenced on the project schedule.

• Assess organizational readiness at key gating milestones and provide readiness findings and recommended actions to the Sr. Project Manager and Sr. Program Manager.

• Coordinate training logistics (scheduling, communications, attendance tracking, and feedback collection).

• Support the identification and documentation of benefits, KPIs, and OKRs aligned with project objectives; coordinate stakeholder surveys, adoption assessments, and feedback collection activities, and contribute adoption and engagement data to established reporting frameworks throughout the project lifecycle.

• Report adoption rates, user satisfaction, training completion, and other adoption metrics on the same project dashboard as delivery KPIs through closure and into hyper care.

• Contribute to post-implementation reviews and lessons-learned exercises.

• Curate and version-control project artifacts (charters, plans, requirements, design documents, test plans, training materials, lessons learned); support audit-readiness with clean, traceable project records.

• Validate journey and persona assumptions post-implementation through adoption data and user feedback; update artifacts so they remain a living reference for future RIT projects.

Qualifications:

• 5+ years of combined experience in project coordination, project management support, and/or change management.

• Prosci Change Management Certification, Certified Change Management Professional or equivalent credential.

• Demonstrated experience coordinating and supporting technology-driven projects (e.g., ERP, CRM, workflow automation, document management, or digital platform implementations).

• Demonstrated experience executing change management activities for at least one technologyenabled transformation project.

• Experience supporting stakeholder analysis, change impact assessments, readiness assessments, communications, training, and adoption activities.

• Working knowledge of project management methodologies (waterfall, Agile/Scrum, hybrid) and change management methodologies (Prosci/ADKAR or equivalent).

• Proficiency with collaboration and project tooling: Microsoft Planner, Project, SharePoint, Teams, Excel, PowerPoint, and Visio (or equivalent).

• Experience supporting project governance activities, including project planning, status reporting, RAID management, meeting coordination, and documentation.

• Experience contributing to benefits tracking, KPI reporting, user adoption measurement, or project performance reporting.

• Experience supporting project financial administration, including budget tracking, vendor invoice coordination, purchase order administration, or financial reporting. Experience conducting change impact assessments, stakeholder analyses, and readiness evaluations.

• PMP, CAPM, PRINCE2 Foundation, or equivalent project management credential.

• Experience working alongside external implementation vendors on platform-based deployments.

• Experience managing concurrent assignments across a project portfolio.

Affinity Earn:

Know someone who’s great for this, or any of our open roles? Earn up to $4,000/year for each successful referral through Affinity Earn. You can also earn up to $50,000 for helping us find new clients. Learn about our referral program at https://affinity-group.ca/earn/ or browse our jobs & follow us at https://www.linkedin.com/company/affinity-staffing/jobs/

About Affinity: 

Affinity Group is a technology and business consulting and services company. We believe in creating long term relationships between clients and consultants that foster a mutually beneficial partnership. Affinity is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit and business need.

For more information on Affinity, please visit www.affinity-group.ca

Job Number: 13661

#LI-Hybrid