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.

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. Building on its history of working to facilitate entry to training or practice for Internationally Educated Health Professionals, Touchstone Institute seeks to continue the work in this area while expanding to support excellence in competent practice for all who deliver health care.

Position Description

Reporting to the Manager, Learning Programs, the Program Coordinator plays a key operational role in planning and organizing Touchstone Institute's education programs, including the Pre-Residency Program and the Canadian Medicine Primer.

Key Accountabilities

Program Coordination and Operations

• Recruits' physician facilitators and external consultants for Touchstone Institute initiatives.
• Handles the operational details of physician facilitator participation in the program, including booking hotel accommodations, managing reimbursement claims, and other administrative tasks.
• Provides and processes all necessary registration, orientation and payment information to confirmed participants.
• Updates the Manager regularly on any issues that may affect recruitment.
• Acts as the main point of contact for any participant issues pertaining to the programs.
• Organizes all logistics surrounding program sessions, including scheduling, set-up, minute taking, catering, etc.
• Develops and updates all program materials such as handouts, case information and written support materials.
• Coordinates venue booking, building security, elevator access and cleaning services.
• Maintains accurate inventory of all required program and workshop supplies.
• All other duties as assigned

Participant Coordination

• Provides front-line service delivery to all program participants, greeting them and assisting with any questions or concerns.
• Maintains and oversees accurate participant records including attendance logs, bursary information and surveys.
• Prepares the physical space for programming (e.g. setting up medical models).

Learning Management System (LMS) Operations and IT Support

• Manages user uploads on the LMS, assigning relevant courses and handling other administrative responsibilities.
• Provides technical support to both internal and external users for LMS-related issues.
• Assists in managing course content, which includes uploading SCORM packages from Articulate 360, recorded sessions, PDFs, and external links, as well as editing learning materials like videos.
• Collaborates with the IT team in the development of tools for the Learning Programs.
• Takes part in user testing and issue logging.

Reporting and Documentation

• Regularly reviews current processes for improvement.
• Prepares and revises curricular schedules as necessary to accommodate changes in attendance, facilitators, etc.
• Makes suggestions on how to better support the organization's objectives based on the feedback received by stakeholders.
• Creates and updates various documents for in-person simulation programming (e.g. facilitator and learner rotation schedules, seating maps, feedback forms for both learners and facilitators, name tags, etc).

Finance Reporting

• Prepares payroll and reimbursement documentation for casual staff of the program (moderators, physician facilitators, support staff).
• Acts as a point of contact for casual staff financial questions (T4s, pay stubs, payroll inquiries).

Position Requirements

• Familiarity with Touchstone Institute's stakeholders, including medical schools, regulators and government bodies preferred.
• Advanced knowledge of Microsoft Office and reporting software.
• Project coordination skills to lead, develop, plan, implement, and evaluate projects
• Demonstrated ability to process multiple types of information, perform multiple tasks simultaneously, and prioritize.
• LMS Experience.
• Strong oral communication skills to respond appropriately to stakeholder inquiries.
• Advanced written communication skills to write clearly and informatively for varied audiences including presenting 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.
• Exhibits objectivity and openness to others' views, welcomes feedback, contributes to a positive working environment, supports the organizations efforts to succeed.
• Willingness and openness to engage in cross-functional projects, collaborating effectively with diverse teams and adapting to various roles as needed.

Qualifications

• University degree or college diploma in education, health sciences, social science or a related field.
• Minimum 2-3 years' experience in a project coordination or management role.
• Project management training or certification is an asset.

We follow a hybrid work model with two designated in-office days: Tuesdays and Wednesdays. Successful candidates must be available to work on-site during these days.

Closing date October 21, 2024

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 [email protected] in advance of your appointment.