Exam Coordinator

3 months ago

Toronto, Canada Touchstone Institute Full time

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.

**Position Description**

Reporting to the Senior Manager, Exam, the Exam Coordinator plays a key role in ensuring that Touchstone Institute runs 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**
- 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 Institute’s assessment and learning programs, as required

**Recruitment**
- Recruits the necessary number of examiners, support staff, item writers, or other external consultants to support Touchstone Institute’s 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

**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
- 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

**Application Closing date**: September 20, 2024

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