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Touchstone Institute

Exam Coordinator

– Toronto, Ontario
Employment Type Full-Time
Minimum Experience Experienced
Compensation $50,000

Position Description

Reporting to the Manager, Assessment Unit, the Exam Coordinator plays a key role in ensuring that Touchstone Institute runs 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

  • Produces, formats and updates all examination materials such as test sheets, case stations and written supporting material.
  • Coordinates the booking of event space, building security, elevator access and cleaning services with the Facilities Coordinator.
  • Maintains accurate inventory of all required examination and workshop supplies.
  • Coordinates and places catering orders alongside the Special Projects Assistant, following up on any issues and accommodating special requests/dietary restrictions.
  • 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.


  • 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.
  • Updates the Manager regularly on any issues that may affect recruitment.
  • Assists during workshops and exams with consultant-related issues.

Candidate Coordination

  • Maintains accurate candidate records including exam attendance logs, incident reports, test sheets, and identification badges.
  • Produces candidate-related paperwork, including confidentiality forms and score reports.
  • Prepares and delivers candidate 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 and eliminating 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


  • Knowledge of project management tools and processes.
  • Strong knowledge of all Microsoft Office programs and the ability to work with online platforms and technologies.
  • Knowledge of assessment planning and administration, experience with objective structured clinical exams (OSCEs) is an asset.
  • General understanding of the respective roles of all the key organizations (e.g., Ontario medical schools, post-graduate residency programs, Ministry of Health and Long-Term Care, Medical Council of Canada, College Of Nurses of Ontario, etc.).


  • Superior verbal communication skills and a proven ability to engage with internal and external 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.
  • Strong interpersonal and collaboration skills in order to work with others to coordinate information.


  • Ability to work independently or as part of a team, with a range of clients and internal staff.
  • Adaptable in dealing with continuing change.
  • Excellent organizational and project management skills, and the ability to manage multiple tasks.
  • 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 business or related field.
  • 3-5 years’ experience in a project administration or coordination role.
  • Occasional evening and weekend work required.

Touchstone Institute is an equal-opportunity employer that is committed to fostering a diverse work environment and exercises accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

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  • Location
    Toronto, Ontario
  • Employment Type
  • Minimum Experience
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