Program Coordinator

6 months ago

Toronto, Canada College of Occupational Therapists of Ontario Full time

**Position**:Program Coordinator (Quality Assurance Program)

**Employment Type**:Contract (Full-time) - 11 months (approx.)

**Reports To**:Quality Assurance Manager

**ABOUT THE COLLEGE**:
The College of Occupational Therapists of Ontario is the regulatory organization that oversees the practice of occupational therapists (OTs) in Ontario. Our job is to make sure that the public receives safe, effective, ethical care from OTs.

Our mission is to protect the public and instill confidence and trust by ensuring occupational therapists are competent, ethical, and accountable. We are Canada’s largest regulator of occupational therapists, and we oversee more than 6,500 occupational therapists registered here in Ontario.

***:
We are looking for a collaborative Program Coordinator to support the Quality Assurance team with various aspects of the case management process from start to finish. They will provide administrative support to committees, subcommittees & working groups, prepare routine correspondence, documentation, and database management.

This role reports to the Quality Assurance Manager, and will be responsible for various accountabilities, including but not limited to those listed below.

**KEY FUNCTIONS AND RESPONSIBILITIES**:

- Acts as first point of contact for registrants and the public requesting information regarding the Quality Assurance (QA) program.
- Provides support with professional development resources such as assisting with problem solving and investigating the cause of any issues.
- Maintains general communications for the QA program through case management, data management and document management including using appropriate technology to increase efficiency and accuracy.
- Implements procedures to ensure privacy and confidentiality of registrant information.
- Provides support to QA committee, subcommittee & working groups, assists with meeting scheduling, agenda preparation and resource material including meeting packages and minutes.
- Drafts decision letters and Notice of Intent letters.
- Maintains case files throughout the Quality Assurance process, coordinates and tracks all activity related to files including legislative timelines and submission deadlines to ensure College and registrant compliance.
- Supports the registrant selection process for all components of the QA program.
- Assists in the development and ongoing management of the QA database, including data entry, development of queries and production of reports, ensures accuracy and integrity at all times.
- Communicates with vendors to arrange for necessary product delivery and coordination of services.
- Contributes to the fine-tuning of project plans, and prioritizes activities to meet project timelines, milestones, and deliverables.
- Meets regularly with colleagues to discuss cross-departmental projects and initiatives, share information, and provide back-up/assistance as needed.

**EDUCATION /EXPERIENCE**:

- University or College diploma in Business, Health/Social Sciences or other related fields.
- Minimum 2 years’ experience working in an administrative support position.
- Background in not-for-profit, healthcare, regulatory, or public sector is an asset.
- Previous experience supporting boards, councils and/or committees is an asset.
- Proficiency with sophisticated database management (iMIS or comparable CRM) and document management software.
- Familiarity with the _Regulated Health Professions Act, 1991 _and the _Health Professions Procedural Code._
- Fluency in French is an asset.

**COMPETENCIES**:

- Exceptional interpersonal skills, experience working effectively as a team member with mínimal supervision.
- Ability to work on several projects simultaneously.
- Very high attention to detail and accuracy.
- Strong communication skills (verbal & written), including proofreading and data entry.
- Proven organization & time management skills, able to handle a diverse workload and manage competing priorities.
- Proactive approach to work and independent problem-solving skills.
- Knowledge and ability to work within a legislative framework.
- Able to think critically and exercise independent and sound judgment.
- Able to deal with confidential issues in a sensitive, efficient, and professional manner.
- Advanced computer knowledge, including MS Office Suite, database management, and document management systems.
- Flexible, positive, and comfortable adapting to change and fostering an environment that welcomes it.

**COMPENSATION AND BENEFITS**:
The starting annual salary for this position is $54,739. Salary may change depending on level of experience.

The College’s physical office is located at 20 Bay Street (Suite 900), Toronto, ON. Located in the downtown core, next to Union Station and the PATH. Our offices provide convenient and ideal access to public transit.

We are a growing and dynamic organization with friendly, engaged staff in a collaborative work environment. The College recognizes work-

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