Term Examination Coordinator

2 weeks ago

Winnipeg, Canada Insurance Council of Manitoba Full time

**Job Overview**
The Insurance Council of Manitoba is seeking a dedicated and motivated individual to join our team for a three-month term position. This role has the potential to transition into a full-time permanent position based on performance, mutual agreement at the end of the trial period, and the successful transition of the current occupant to another position.

The Insurance Council of Manitoba recognizes the importance of building an exemplary public service reflective of the citizens it serves, where diverse abilities, backgrounds, cultures, identities, languages and perspectives drives a high standard of service and innovation. The Insurance Council of Manitoba supports equitable employment practices and promotes representation of designated groups (women, Indigenous people, persons with disabilities, visible minorities). Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process.

**, REPORTING and SALARY**

This position is responsible for coordinating all aspects of examinations, ensuring the smooth execution of all exam-related functions. Additionally, this role collaborates with the Administrative Assistant to ensure smooth front office operations and to maintain an efficient workflow.

This position is not offered as a hybrid position.
Direct Report to the Director, Licensing
$20.00/hour - $21.50/hour
**Hours**:Monday - Friday 8:30am - 4:30pm (1 hour lunch)
**Location**: 466 - 167 Lombard Avenue, Winnipeg, MB R3B 0T6

**Responsibilities**

**Coordinate the Exam Process**
- **Prepare Examinations**: Prepare all examinations prior to exam day; collaborate with on-line exam providers; maintain control of the number of exams administered and retaken; and ensure that exam sittings meet the required demand.
- **Provide Exam Information**:Provide information to the public regarding examinations; Assist with the overall process of scheduling examinations; upload all exam marks in the system.
- **Examination Fees**: Ensure fees match with exam module writes; ensure any fee is refunded when applicable; maintain the monitoring of exam fees on the portal.
- **Lead the Marking of Examinations**: Lead in the grading of licensing examinations, with assistance from the licensing department.
- **Maintain Hardware for Examinations**: Work with IT to ensure the examination hardware remains up to date, and notify the Director, Licensing when updates may be required.
- **Supply Bubble-sheets**: Ensure ICM always has bubble-sheets available for in-person examinations.
- **Accuracy of Information**: Ensure accuracy of examination information in the portal, within the Examination User Guide, and on the website. Report any potential changes to the Department Director.
- **Identify Issues**: Bring forward any issues to the Director, Licensing.
- **New Exams**: Work with the jurisdiction that hosts the national examination and ensure it is uploaded appropriately to the ICM system, ensure the hardware is kept running efficiently, cleaned and updated when necessary. Coordinate the new exams with the Director, Licensing.
- **Confidentiality**:Maintain confidential client files according to Insurance Council of Manitoba policies.
- **Act as Liaison**:Liaison with other jurisdictions to determine suitability for examination information.
- **Emergency Evacuation of Examinees**:Coordinate the safety and orderly evacuation of exam applicants, in accordance with our established emergency protocols.

**Provide Exceptional Customer Service**
- **In Person Communication**: Effectively and professionally greet and communicate with all visitors to the office.

**Support the Licensing Department**
- **Prepare Cancellations/Terminations**:Provide assistance with completion of cancellations/terminations within the LMS database, including submission of any communication as outlined in the internal processes.
- **Participation in advancement of system**:Provide ideas for system and process improvements to the Director, Licensing.
- **Participate in System Development meetings**:Participate in Norima meetings as required and give feedback by way of testing the system in specific examination areas.

**Perform Office Duties**
- **MS Office**: Prepare documents using MS Excel Spreadsheets, MS Word, and Office 365 Outlook and Teams.
- **Examination Room Maintenance**: Ensure this space is always ready for use. This includes organizing and cleaning the room after examinations, reconfiguring the space from board meeting setup to examination format, ensuring all necessary adjustments and preparations are made, and coordinating with the Director, Licensing to maintain a seamless, professional environment for each examination sitting.
- **Bank Deposit, Mail & Courier**: In the absence of the Administrative Assistant, complete the bank deposit, administer and manage inbound/outbound mail, including packages, courier services, and other correspondence.
- **Provide Support**: Provi

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