Assessments Coordinator, Registration

Full-time, permanent
Position summary
Reporting to the manager, compliance and assessments, registration, the assessments coordinator is responsible for coordinating registration assessments, along with supporting registration related projects, to ensure that registrants of the College, and contractors, are compliant with the legislation, Bylaws, policies and standards that govern the College.
This includes the coordination of practice assessments for eligible registrants, and preparing reports for the registration committee, who will determine if the assessment is satisfactory and if the registrant can move the full class along with coordinating accreditation assessments to ensure eligible programs are accredited to enable the registration of physicians in the associate physician class to work in the accredited program.
The assessments coordinator also conducts regular registration file review audits, reviews and responds to annual licence renewal responses, provides support to registrants and partners regarding registration and licensure, and generates reports pertaining to registration.
Duties and responsibilities

**Duties include but are not limited to the following**:

- coordinate registration and accreditation assessments:

- research, recruit, train, and provide support to physician members for assessments activities
- develop/revise assessment templates and assessment materials
- coordinate assessments - send scheduling letters, review pre-visit questionnaire, support assessment process, review assessment report, prepare material for the manager and/or Registration Committee, follow-up as required with registrant
- maintain list of required/completed assessments and assessors
- maintain annual registration assessments goals and work plan
- assist in the development of communication tools such as newsletters, and website and intranet content
- develop, complete, or manage ad hoc projects as directed
- maintain appropriate registration assessment tracking to ensure objectives are met and long-term follow-up is completed in meeting departmental objectives and benchmarks
- respond to general inquiries about the assessment and accreditation processes
- provide reports pertaining to various aspects of the registration department, including:

- information on assessments
- data reporting and analysis for the College’s Annual Report
- statistics relating to the registration department’s KPIs
- provide support regarding registration and licensure
- complete tasks related to Annual Licence Renewal Form follow-up
- monitor registrants with listed requirements to ensure they are met within given time frames
- provide adequate follow up where listed requirements are not being met, including corresponding with registrants and other stakeholders
- draft summaries for Registration Committee meetings
- notify registrants of penalties and status changes imposed due to non-completion of form
- audit registration files to ensure compliance with legislation, Bylaws and policies
- ensure file errors are corrected in a timely and accurate manner
- provide recommendations and implementation oversight of any policy and process changes to increase accuracy
- draft routine correspondence and respond to general inquires
- lead and/or assist with special projects related to the registration department
- other duties as required

Decision-making
The assessments coordinator makes high-level informed and sound decisions about department procedures, including following College Bylaws and policies. The assessments coordinator is expected to confer with the manager when making substantive and higher-risk decisions regarding applicants and registrants.
Accountability
The assessments coordinator works in a fast-paced environment with frequent interruptions and must be able to set work priorities to ensure that deadlines are met. The assessments coordinator must have a keen attention to detail and strong written and oral communication skills as this person communicates with all levels of staff within the organization and third-party stakeholders.
Consequence of error/judgment
The assessments coordinator must maintain a calm demeanor during busy or stressful times. The assessments coordinator will make informed decisions regarding the release of information as they will have access to confidential information. The assessments coordinator will deal with sensitive issues and high-risk decision-making, and errors can raise the College’s reputational risk.
Skills and qualifications

**Required skills and qualifications include**:

- minimum two years of relevant experience or equivalent combination of education and experience
- bachelor’s degree or equivalent
- knowledge of College policies and procedures, practice assessments, and accreditation is an asset
- experience in regulatory compliance preferred
- strong attention to detail skills with the ability to identify, seek out, and offer solutions to complex issues
- exceptional a