About Touchstone Institute

Touchstone Institute is the largest assessment centre of its kind in Canada, providing professional competency assessment and learning programs to support the delivery of high-quality health care.

Touchstone Institute is a non-profit corporation governed by a board of directors and receives financial support from the Government of Ontario. Currently implementing a growth strategy, Touchstone Institute looks to expand its impact in supporting broad health human resource solutions and by strengthening effective practice of health care professionals. Nearly 40 full-time staff contribute to the success of the organization, including experts in competency design and assessment, as well as health and education program development.

Touchstone Institute works closely with physicians, nurses and other healthcare providers who provide subject matter expertise to assess and improve the level of competency across individual practice. Building on its history of working to facilitate entry to training or practice for Internationally Educated Health Professionals, Touchstone Institute seeks to continue the work in this area while expanding to support excellence in competent practice for all who deliver health care.

Position Description

Reporting to the Manager, Exam Unit, the Exam Coordinator plays a key role in ensuring that Touchstone Institute runs and administers high quality assessments and development workshops. The Exam Coordinator will work closely with internal departments and external stakeholders in the coordination, facilitation and execution of key assessment logistics and deliverables.

Key Accountabilities

Event Operations

Leads the administration of exam and assessment events based on the exam cycle schedule

Procures all exam related equipment required for exam and assessment events

Works alongside internal departments, Subject Matter Experts and clients to coordinate logistics and execution of critical information and tasks for a fair and equitable assessment event

Ensures that all exam specific information is up to date including the website, orientations, exam dates and any other changes that have occurred

Creating and maintaining exam program budgets and keeping management informed

Produces, formats and updates all examination materials such as scoring tools, case stations and written and digital supporting material

Coordinates the booking of event space, building security, elevator access and cleaning services with the Events Coordinator

Maintains accurate inventory of all required examination and workshop supplies

Monitors potential problems with the coordination of event logistics and notifies Manager as soon as they have been identified so that they may be addressed in a timely and seamless manner

Trains support staff and ensures they have a strong understanding of organizational procedures and policies

Plans and coordinates online assessments delivered through virtual testing platforms

Uses existing technology to update, develop and track examination material and information

Supports and coordinates additional aspects of Touchstone Institutes assessment and learning programs, as required

Recruitment

Recruits the necessary number of examiners, support staff, item writers, or other external consultants to support Touchstone Institutes assessments and initiatives

Liaises with regulatory stakeholders to ensure recruited participants meet any pre-set vetting criteria before confirming participant participation

Provides all necessary registration, orientation and payment information to confirmed participants

Assists during workshops and exams with consultant-related issues

Examinee Coordination

Maintains accurate examinee records including exam attendance logs, incident reports, test sheets, and identification badges

Produces examinee-related paperwork, including confidentiality forms and score reports

Prepares and delivers examinee orientation on the day of the examination as required

Reporting & Record Keeping

Accountable for the accuracy and integrity of all database information pertaining to examiners, support staff and test items

Oversees the day-to-day integrity of the databases by conducting routine audits of the data to confirm use of accurate entry processes, identifying duplicate records, archiving records with no activity for a specific period and maintaining user security

Collects and reviews data to support post exam/item writing reporting and submits post-event reports as requested

Position Requirements

Strong knowledge of all Microsoft Office programs

Ability to work with online video conferencing platforms and technologies

Ability to work with online Item Management Systems

Knowledge of assessment planning and administration is an asset

Knowledge of project management tools and processes is an asset

Strong attention to detail and problem solving skills

Ability to maintain detailed and organized files and documentation

General understanding of the Canadian healthcare landscape and the role of regulatory bodies

Superior verbal communication skills and a proven ability to engage with stakeholders

Advanced written communication skills, with the ability to write clearly and informatively

Well-developed critical thinking skills in order to identify key issues and propose solutions to program setbacks

Ability to work independently or as part of a team, with a range of clients and internal staff

Adaptable in dealing with continuing change

Exhibits objectivity and openness to others views; welcomes feedback; contributes to a positive working environment; supports the organizations efforts to succeed

Qualifications

University degree or college diploma in business or related field

3-5 years experience in a project administration or coordination role

Occasional evening and weekend work required

We follow a hybrid work model with two designated in-office days:Tuesdays and Wednesdays.Successful candidatesmust be availableto work on-site during these days.

Application Closing Date: February 25, 2025

Touchstone Instituteis an equal-opportunity employer that is committed to fostering a diverse work environment and exercises accessible employment practices.In accordance withthe Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA) and Touchstone Institutes policies, a request for accommodation will be accepted in all aspects of our hiring process. If you anticipate needing any type of accommodation during the recruitment process, please [email protected] in advance of your appointment.