The Real Estate Council of Ontario (RECO) is seeking a Program Coordinator, Education Delivery. We have 1 (one) permanent position available to start immediately.
About RECO
RECO is a not-for-profit corporation responsible for administering the Trust in Real Estate Services Act, 2002 (TRESA) and associated regulations on behalf of the province of Ontario to protect the public interest through a safe and informed marketplace. A modern regulator with over 170 employees, RECO is a collegial and dynamic environment where quality work-life balance is valued along with strategic agility, curiosity and empathy in our action. RECO regulates approximately 100,000 registrants in the real estate sector.
Hybrid work environment
RECO has adopted a ‘hybrid’ environment, which will typically include a minimum attendance in the office of one day per week, with some teams/positions requiring more frequent in-office attendance.
RECO’s commitment to diversity and inclusion: They aren’t just words to us!
RECO is committed to promoting an equitable, diverse, and inclusive environment that includes awareness, education, and engagement-building opportunities for all employees.
The role
Reporting to the Supervisor, Education Delivery and working closely with the other members of the education department, the Program Coordinator, Education Delivery is responsible for coordinating key activities that contribute to the effective oversight of the Registrar’s registration education programs delivered by designated institutions. This includes supporting the ongoing approval, onboarding and implementation of new designated institutions, vendor and contract management activities, as well as regulatory oversight of assigned post-secondary institutions that deliver registration education programs on behalf of RECO.
RECO’s registration education programs are currently delivered through a single designate (until June 30, 2025). This year, 2024, is a transitional year for the approval, onboarding and ramp up of multiple designates for program delivery starting in July 2025. In the first year, the Program Coordinator, Education Delivery will work on designate onboarding and implementation activities and will participate in planning and developing an oversight framework and related processes, procedures, workflows, and documentation. In subsequent years, the activities will be divided between onboarding and implementing new designates, overseeing program delivery by existing designates, and participating in continuous improvement activities in relation to oversight processes.
Position responsibilities
Designate approvals, onboarding, and implementation
Supports the Supervisor, Education Delivery in all activities related to the screening, approval, onboarding, and implementation of new education delivery designates, including the planning and development of oversight processes:
- Actively participates in the definition, development, and implementation of RECO’s oversight framework for multiple designates including, without limitation, gathering input from various stakeholders, researching best practices, developing processes, procedures, workflows, job aids, and related documentation.
- Identifies and makes recommendations regarding opportunities for continuous improvement and innovation, and actively participates in the implementation of such improvements to the application, onboarding, and oversight processes.
During the application process:
- Acts as a first point of contact for post-secondary institutions interested in becoming designates and supports these organizations throughout the application process by answering questions, troubleshooting, and escalating issues as needed.
- Collects applications, checks for completion, and coordinates obtaining missing information from applicants.
- Coordinates and supports the activities of RECO’s interdepartmental evaluation team, scheduling and coordinating meetings and workshops, keeping minutes, responding to inquiries, and ensuring follow up activities are completed and documented as needed.
- Organizes, schedules, and facilitates reference check calls and interviews. Activities include, without limitation: preparing reference check questions and interview agendas with consolidated input from members of the evaluation team, taking notes and meeting minutes, and ensuring all follow-up activities are completed and documented.
During the onboarding and implementation of new designates (initial and subsequent cycles):
- Works with the Supervisor, Education Delivery, project team and assigned designates in all activities required to support their assigned designates throughout the implementation phase to become ready to offer registration education on behalf of RECO, including but not limited to preparing for systems integrations, development of program specific policies, integration of workflows with the exam provider, content transfers, facilitator recruitment, designate call centre set-up, pre-launch testing, reporting.
- Acts as a primary point of contact for assigned designates throughout the implementation phase, responding to inquiries, collecting required information and documentation, organizing and facilitating meetings, reviewing and providing input on submissions, troubleshooting issues and escalating to Supervisor as needed.
- Works collaboratively with the Implementation Project Manager and other key stakeholders, ensuring the assigned designates are being supported and are completing activities on time.
- Proactively monitors for, flags and escalates concerns and issues that could pose a risk to the successful implementation of the program within the established timelines and following all standards and requirements.
Day-to-day coordination of designate oversight activities
Supports the Supervisor, Education Delivery in providing effective program oversight using vendor and contract management best practices:
- Develops a thorough familiarity with and understanding of designation standards and requirements as well as the contractual obligations of assigned designates.
- Monitors assigned designates for adherence to the standards and requirements, and their contractual obligations, and flags any issues, concerns and/or risks for review by Supervisor.
- Acts as the first point of contact for assigned designates in relation to day-to-day activities involved in the delivery of registration education, with a focus on supporting designates, building trust, fostering effective communication and collaboration.
- Responds to inquiries and resolves issues raised by assigned designates and escalates as required to Supervisor or other stakeholders.
- Creates report templates, performs quality checks, consolidates reports from assigned designates to monitor overall program performance; identifies concerning trends and/or risk areas and escalates to Supervisor.
- Schedules, organizes, and facilitates regular oversight meetings, virtually and in person, with designate representatives at all levels, prepares and disseminates meeting agenda and other meeting related documentation, takes meeting minutes, and ensures follow up activities are completed.
- Documents all interactions with assigned designates and keeps documentation up to date, filed promptly and well organized.
- Supports the Supervisor, Education Delivery in conducting periodic audits, by participating in planning, scheduling, coordinating and documenting audit activities.
- Responsible for identifying and communicating opportunities for continuous improvement and program innovation, and supporting the implementation of improvements to oversight activities such as processes, workflows, job aids etc.
- Provides formal status updates/reports on all work and initiatives to Supervisor, Education Delivery and/or Manager, Education Operations.
Other duties as assigned
- Provides vacation coverage for other Program Coordinators and/or Supervisor as needed.
- Other duties that are reasonably within the scope of the position, as assigned by Supervisor.
Qualifications and experience
- Post-secondary education in a related discipline, or commensurate experience in training & development, customer service or oversight of multiple vendors is required.
- 3+ years’ experience in a similar role in a regulatory or educational environment is required.
- Experience supporting contract and/or multiple vendor management activities is required.
- Works well in a team environment, supportive, collaborative, cooperative, service-oriented.
- Demonstrated excellent verbal communication skills, including facilitation/presentation skills, and the ability to effectively lead virtual and in-person meetings, communicate information clearly, accurately and succinctly to both internal and external stakeholders, including varying levels of administration/management within designates’ institutions.
- Demonstrated excellent written communication skills required to write reports, business correspondence, meeting minutes etc., including the ability to gear the message and communication style to the intended audience, which may include varying levels of administration/management within the designates’ institutions.
- Customer service orientation with excellent relationship management skills is required; able to build trust and rapport, maintain strong working relationships, and engage with diverse audiences, both internal and external.
- Demonstrated attention to detail and organizational skills to balance/manage multiple concurrent competing activities, in a dynamic environment, with appropriate prioritization.
- Demonstrated excellent computer skills (Intermediate proficiency in MS Office), including accurate data retrieval and manipulation, and creation of dashboards and other reporting mechanisms.
- General understanding of TRESA as applied to education and registration requirements.
- Self-starter, demonstrated initiative and flexibility, and able to take direction yet work independently.
Posting date: November 18, 2024
Closing date: November 29, 2024
Hiring range: $53,200 to $66,500
Qualified applicants are invited to submit a detailed outline of experience specifically addressing RECO’s needs along with salary expectations by completing the form below.
RECO is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are committed to meeting the needs of persons with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility.
We thank all applicants in advance for their interest.
Please complete this form to submit your application.
