Program Coordinator, PRO

About Touchstone Institute

Touchstone Institute is a non-profit corporation governed by a Board of Directors and receives financial support from the Government of Ontario, in addition to generating revenue through direct business to business contracts seeking competency assessment and learning solution services.

It's 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 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.

Touchstone Institute has become an integral part of the commitment to internationally trained health professionals seeking entry into training and practice in Ontario and has expanded to provide assessment, certification, and quality assurance programs for practitioners across Canada.

About Practice Ready Ontario (PRO)

Practice Ready Ontario (PRO) is a workplace assessment program that helps internationally trained family physicians who have completed postgraduate training and independent practice in family medicine or as a general practitioner outside Canada, a fast-tracked pathway to begin working in Ontario. Funded by the Government of Ontario, Touchstone Institute works closely with the College of Physicians and Surgeons of Ontario, the Medical Council of Canada, and others to administer the PRO program.

Position Description

Reporting to the Manager of PRO, the Program Coordinator plays a key role in developing and coordinating PRO program operations from candidate intake, selection and assessment. The Program Coordinator will work closely with internal departments and external stakeholders to set timelines and budgets, plan meetings and operationalize the program. The Program Coordinator may also provide coordination support to other priority programs from time to time at the discretion of the Manager and Director.

Key Accountabilities

Program Coordination

• Oversees the successful administration of clinical field assessments, including site recruitment, liaising with assessors/candidates, and overall program delivery.
• Coordinates meetings with subject matter experts, key collaborators and project committees, developing materials and organizing all meeting logistics
• Works with internal stakeholders including the Technology Coordinator, Operations Coordinator, Events Coordinator and others to coordinate successful programming
• Acts as a key contact for any issues pertaining to the Practice Ready Ontario Clinical Field Assessment, Candidate Orientation and Multiple Mini Interviews
• Updates the Manager regularly on any issues that may affect program timelines and candidate or assessor experience

Program Development

• Collaborates with subject matter experts, consultants, assessors, clinic /hospital administrators, HR departments, casual staff and others to plan and execute project activities
• Works to draft and coordinate policies, standard operating procedures, and process documents
• Regularly reviews current processes with an eye to improving the efficiency and quality of current practices
• Research's solutions that could better operationalize current processes
• Liaises with internal departments and external vendors as needed
• Pulls reports to evaluate and determine progress and success of program and participants
• Makes suggestions on how to better support the organization's objectives based on the feedback received from stakeholders
  Supports User Acceptance Testing (UAT) for the PRO IT portal

Reporting and Documentation

• Track candidate program progress using Touchstone Institute's custom registration portal and Clinical Field Assessment software
• Communicates with applicants regarding their application and assessment status
• Communicates with assessors regarding clinical field assessment planning and delivery
• Works with Manager and Director to draft and coordinate necessary reporting for clients, funders, and other internal and external stakeholders
• Inputs all post-program information to internal databases for reporting purposes
• Provides input and maintains program policies as required

Position Requirements

• Advanced knowledge of Microsoft Office Suite
• Knowledge of Project Management principles and tools
• Knowledge of and experience with Learning Management Systems an asset
• Project coordination skills to lead, develop, plan, implement, and evaluate projects
• Demonstrates high level of customer service – responds using timely, respectful, and culturally sensitive communication to stakeholders, ensuring a positive and professional experience throughout the Practice Ready Ontario program
• Strong oral communication skills – speaks clearly and persuasively in positive or negative situations, listens and gets clarification if needed, responds well to stakeholder inquiries
• Advanced written communication skills – writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet the needs of various audiences, presents numerical data effectively
• Well-developed critical thinking skills to identify key issues and propose solutions
• Self-directed with the ability to independently prioritize tasks and set goals
• Demonstrated ability to process multiple types of information, perform multiple tasks simultaneously, and prioritize
• 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 education, health sciences or a related field
• Minimum 2-3 years' experience in a project coordination role
• Experience working with healthcare organizations is an asset

What We Offer

• A collaborative and team-oriented working environment
• Comprehensive employer-paid health and dental benefits and a health spending account
• 3 weeks' vacation to start, plus additional personal days
• Staff appreciation events
• Extended office closure during the holidays

Notes for Candidates

• This job opening is to fill existing vacancy within our organization.
• Touchstone Institute does not use artificial intelligence (AI) tools as part of the applicant screening process. Applications will be reviewed by members of our recruitment and hiring teams to ensure a fair and thorough assessment.
• The salary range considers many factors including, but not limited to experience, education, and training, etc. It is not typical for the salary to be offered near the top of the range, it is dependent on numerous factors.
• Touchstone Institute is dedicated to employment equity and fostering a diverse work environment. We encourage applications from Indigenous Peoples, racialized persons, persons with disabilities, and other equity-seeking groups. We believe that a diverse team is essential to understanding and serving the evolving needs of the healthcare sector.

Touchstone Institute is an equal-opportunity employer that is committed to fostering a diverse work environment and exercises accessible employment practices. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA) and Touchstone Institute's 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 in advance of your appointment.