Exam Coordinator

**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 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 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

® 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