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Touchstone Institute

Exam Coordinator (14 Month Contract)

– Toronto, Ontario
Employment Type Contract (14 Months)
Minimum Experience Experienced
Compensation $50,000

Working at Touchstone Institute

Touchstone Institute is a non-profit corporation that offers expertise in evaluation and curriculum development to promote public confidence in professional competence in the Canadian workforce. We excel in providing competency-based services in support of successful transitions to training and practice that meet professional and societal needs.

Our employees are motivated self-starters who thrive in an environment of teamwork and growth. Our client-focused, professional culture focuses on continuous learning and collaboration, and provides opportunities for personal and professional development. We value collegiality and work-life balance.

Position Description

The Canadian English Language Benchmark Assessment for Nurses (CELBAN) is an occupation-specific language test that assesses proficiency within real-world health care scenarios. It evaluates proficiency in listening, writing, reading and speaking. Reporting to the Manager, CELBAN Centre, the Exam Coordinator is a key role in ensuring that the CELBAN Centre runs high quality assessments, workshops and education activities.

Key Accountabilities

Event Operations

  • Produces, formats and updates all examination materials including test booklets, answer sheets and written supporting material;
  • Ensures distribution of test materials to all test sites;
  • Coordinates the booking of event space, building security, elevator access and cleaning services alongside the Facilities Coordinator;
  • Maintains accurate inventory of all required examination materials across all test sites;
  • Coordinates catering orders with the Executive Assistant, taking into consideration of any dietary restrictions of event attendees;
  • Trains support staff and ensure they have a strong understanding of the organization’s procedures and policies.


  • Recruits the necessary number of assessors, support staff, item writers, or other external consultants to support Touchstone Institute’s assessments and initiatives;
  • Ensures recruited volunteers meet any pre-set eligibility criteria before confirming participation;
  • Provides all necessary registration, orientation and payment information to participants;
  • Assists during workshops and exams with consultant-related issues.

Candidate Coordination

  • Maintains accurate candidate records including exam attendance logs, incident reports, test booklets, answer sheets, and identification badges;
  • Produces candidate-related paperwork, including confidentiality forms and score reports;
  • Leads the administration and invigilation of the CELBAN group test;
  • Coordinates candidate details with test sites in advance of testing days, ensuring all necessary documents are provided ahead of time;
  • Coordinates special accommodation candidates as required;
  • Assists with telephone and email correspondence as required.

Reporting & Database Management

  • Accountable for the accuracy and integrity of all database information pertaining to test-takers and assessors;
  • 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;
  • Ensures all data is protected and backed-up;
  • Responsible for the collection of data to support post exam/training/field test/pilot reporting;
  • Submits test reports within the timeframe requested by the Manager.

Position Requirements


  • Strong knowledge of all Microsoft Office programs and the ability to work with online platforms and technologies;
  • Knowledge of assessment planning and administration is an asset;
  • Knowledge of project management tools and processes 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 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.


  • Ability to work independently or as part of a team, with a range of clients and internal staff;
  • Strong attention to detail, with the ability to maintain detailed and organized files and documentation;
  • Adaptable in dealing with continuing change;
  • 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;
  • 2-3 years’ experience in a project administration or coordination role;
  • TESL background is an asset.

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
    Contract (14 Months)
  • Minimum Experience
  • Compensation
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