Program Assistant, Professional Development and Member Services

Ottawa ON
Canadian Association of Optometrists
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Job Description

Position Summary

This position is responsible for the administrative duties associated with CAO’s CCOA program (French and English) and OD education. This position contributes to and assists with in-house CPD development by working with and supporting subject-matter experts and other relevant stakeholders to design, develop, implement, and deliver CAO’s online programming.  The position is also the department’s liaison for IT related activities including administration and management of the learning management system, database, instructional technology support and first line troubleshooting.

Primary Duties and Responsibilities

CCOA Program and OD Education Administration and System Administrator

  • Coordinates registration for all professional development offerings.
  • Creates and maintains program profiles in the learning management system.
  • Responds to candidate inquiries (registration, withdrawals, renewals, and other administrative requests) and provides customer support.
  • Participates in QC processes for online module and exam delivery (beta tests, reviews statistical analyses and identifies errors/concerns for DPD).
  • Creates and maintains reports/relevant analytics for the education department.
  • Collates comments on course and exam evaluations and reports to DPD, making recommendations to improve process/quality.
  • Travel to CCOA workshops, as required.

Instructional Design & Development (Support)

  • Supports and assists the E-Learning Specialist with the development of CAO in house virtual programming.
  • Supports and assists the E-Learning Specialist with instructional technology platforms to design, develop and publish online programming.
  • Supports and assists the E-Learning Specialist with tracking development processes, reporting regularly to the DPD.
  • Administers and coordinates webinars including recording and\or live event logistics.

Other Responsibilities

  • Assists with the revision and formatting of existing inventory as needed.
  • Monitors and maintains CCOA and Member Services website and develops new content as required.
  • Creates, updates, and maintains job manual.
  • Any other related duties as assigned by the Director, Professional Development.

Key Skills

  • Fluently bilingual (English/French)
  • High level of written and oral communication skills, in both English and French
  • High level of interpersonal and customer service skills
  • Strong attention to detail
  • Good organizational skills, needs to monitor, prioritize, and control workload
  • Ability to think critically, problem solve, plan, and make recommendations
  • Ability to work independently with minimum supervision
  • Advanced knowledge of administrative software (Microsoft Office Suite).
  • Ability to learn and master new systems and software applications

Minimum qualifications

  • Diploma in Office Administration – or equivalent combination of education and work experience
  • Knowledge/experience of office procedures with an advanced knowledge of administrative software
  • Experience and comfort with learning management systems (Top Class preferred)
  • Experience with online course development/instructional technology (Articulate 360 preferred)


  • Ability to work overtime and travel if required
  • Previous experience with a non-profit organization
  • Experience/knowledge of meeting planning\event management

Application Instructions


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