PRO, Program Coordinator

Touchstone Institute • Toronto, ON

3d • CA$57,000 - CA$71,000 • Hybrid

About The Position

Touchstone Institute is a non-profit corporation that provides professional competency assessment and learning programs to support high-quality healthcare. The Practice Ready Ontario (PRO) program is a workplace assessment initiative designed to help internationally trained family physicians begin practicing in Ontario. The Program Coordinator for PRO plays a crucial role in managing program operations from candidate intake through selection and assessment. This involves collaborating with internal departments and external stakeholders to establish timelines, budgets, plan meetings, and operationalize the program. The role may also extend to supporting other priority programs as needed.

Requirements

• Advanced knowledge of Microsoft Office Suite
• Knowledge of Project Management principles and tools
• 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
• University degree or college diploma in education, health sciences or a related field
• Minimum 2-3 years’ experience in a project coordination role

Nice To Haves

• Knowledge of and experience with Learning Management Systems an asset
• Experience working with healthcare organizations is an asset
• Bilingualism (English and French) is an asset for this role.

Responsibilities

• 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.
• 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.
• Researches 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.
• 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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree