Operations Coordinator

The Canadian Resident Matching Service (CaRMS); Canada; Remote; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Remote-first work environment

Comprehensive benefits program

Defined contribution pension plan

Job summary

The Canadian Resident Matching Service (CaRMS) is seeking an Operations Coordinator to join our remote, Canada-based team. You will support the residency matching process, ensure data integrity, and help optimize operational workflows across teams.

Ideal candidates have a strong eye for detail, enjoy data, processes, and systems, and can thrive under deadlines. Remote work is supported with occasional travel, and overtimes may be required to meet critical deadlines.

Qualifications

• Bachelor's degree in business administration, operations management, analytics, health or public administration, or a related field.
• Minimum 3 years of experience in operations, client services, administration, project coordination, or a related field.
• Strong critical thinking and organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
• Experience analyzing data and translating insights into operational improvements and insights.
• Excellent attention to detail and commitment to accuracy.

Responsibilities

• Administer and provide operational support for the residency matching process and platform operations.
• Support execution of match activities and validate data integrity, ensuring accuracy and timelines.
• Develop, review, and maintain operational timelines, procedures, and business processes.
• Review new system functionality and policy changes, updating processes and documentation accordingly.
• Prepare operational reports, metrics, and ad hoc analyses.
• Develop and maintain SOPs and operational guides.
• Support testing for new system releases and improvements.
• Contribute to continuous improvement of operational processes and service delivery.
• Provide support to the Client Services team during peak periods.
• Ensure timely and accurate communication to maintain high customer experience.
• Assist cross-functional project teams and share operational knowledge.

Skills

Data analysis

Process improvement

Operations management

Project coordination

Attention to detail

Education

Bachelor's degree

Tools

Excel

Teams

SharePoint

HubSpot CRM

Job description

The Canadian Resident Matching Service (CaRMS) is seeking an Operations Coordinator. Reporting to the Manager of Business Operations, the Operations Coordinator is a member of the Operations team and is responsible for supporting the administration and execution of the residency matching process.

This is a full-time, permanent, fully remote position. The successful candidate must be based in Canada, with occasional travel. Occasional overtime may be required to meet critical deadlines.

This role is ideal for an early-career professional who enjoys working with data, processes, and systems, has a strong attention to detail, and thrives in a deadline-driven environment. The successful candidate is analytical, highly organized, and motivated by improving operational effectiveness through continuous learning and process improvement.

Role and Responsibilities:

• Responsible for the administration and operational support of the residency matching process and platform operations.
• Supports the execution of match activities and validates operational data to ensure integrity, accuracy, and compliance with established timelines.
• Participate in the development, review, and maintenance of operational timelines, procedures, and business processes.
• Review and evaluate new system functionality, policy changes, and business requirements, incorporating updates into operational processes and documentation.
• Prepare operational reports, metrics, and ad hoc analyses as required.
• Develop and maintain process documentation, standard operating procedures, and operational guides.
• Support testing activities for new system releases, enhancements, and operational improvements.
• Participate in initiatives focused on continuous improvement of operational processes and service delivery.
• Provide support to the Client Services team during peak periods.
• Help maintain a high standard of customer experience by ensuring timely and accurate communication
• Support cross-functional project teams as required.
• Provide operational guidance and knowledge sharing to colleagues and internal stakeholders.
• Other duties as assigned.

Mandatory Requirements:

• Bachelor's degree in business administration, operations management, analytics, health or public administration, or a related field.
• Minimum 3 years of experience in operations, client services, administration, project coordination, or a related field.
• Strong critical thinking and organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
• Experience analyzing data and translating insights into operational improvements and insights.
• Excellent attention to detail and commitment to accuracy.

Preferred Requirements:

• Demonstrated ability to identify and improve business processes.
• Ability to learn and adopt new technologies, systems, and AI-enabled productivity tools.
• Experience participating in system implementations, testing, or operational change initiatives.
• Ability to work independently while collaborating effectively in a remote team environment.
• Proficiency with Microsoft 365 applications, particularly Excel, Teams, and SharePoint.
• Familiarity with customer relationship management (CRM) tools such as HubSpot or similar platforms.
• Bilingualism (English and French) is considered a strong asset.

The Successful Candidate:

The successful candidate brings experience in operations, administration, business coordination, or process management within a fast-paced and deadline-driven environment. They demonstrate a high degree of ownership and accountability and have a proven ability to manage complex operational activities involving multiple stakeholders, systems, competing priorities, and timelines.

They are highly organized, detail-oriented, and analytical, with strong time management, prioritization, critical thinking, and problem-solving skills. They exercise sound judgment and are comfortable making decisions based on operational data, business requirements, and organizational priorities, while maintaining a high level of data accuracy and attention to detail.

Collaborative, proactive, and adaptable, they work effectively across teams and stakeholders to achieve operational objectives. They are comfortable navigating evolving requirements, identifying opportunities for improvement, and contributing to initiatives that enhance efficiency, data quality, and organizational effectiveness. They bring a systems-thinking mindset and a strong awareness of how processes, systems, and teams connect to support broader operational outcomes.

They demonstrate a continuous improvement mindset and are eager to leverage technology, automation, and emerging tools to streamline processes and improve operational effectiveness. As the role evolves, they will contribute to the ongoing optimization of platform processes, reporting, and operational workflows that support CaRMS' strategic objectives.

What we offer:

CaRMS is committed to fostering an equitable, diverse, and inclusive workplace. We offer a remote-first work environment that supports continuous quality improvement (CQI) and professional development, along with a comprehensive benefits program and an industry-leading defined contribution pension plan. The salary range for this position is $55,000–$65,000, commensurate with experience.

About CaRMS:

The Canadian Resident Matching Service (CaRMS) is a national, independent, not-for-profit organization that provides digital solutions and expertise that matches medical students with training opportunities in Canada.

CaRMS’ mission is to serve as trusted stewards, builders, and innovators of data informed application and matching services. Our vision is to provide the best possible outcomes for both applicants and faculty through safe, fair, and equitable application and matching systems.

Established in 1970 to provide a fair, objective, and transparent process, CaRMS works with the medical education community, medical schools, and residents/students to provide the digital platform, mathematical algorithm, and knowledge that matches students with medical residency training opportunities.

As a client-focused organization, our success is driven by a caring, collaborative, and committed team.

Learn more at www.carms.ca.

Note:

CaRMS uses automation tools to assist with the organization and screening of applications. All stages of recruitment decisions are led by people within the team.

Equity, Diversity and Inclusion

CaRMS is committed to fostering an equitable, diverse, and inclusive workplace. We welcome applications from all qualified individuals, including women, visible minorities, First Nations, Inuit and Métis peoples, persons with disabilities, and individuals of all sexual orientations, gender identities, and gender expressions.

Accommodations are available upon request throughout all stages of recruitment process. Please let us know during the application process.