Drc Exam Coordinator

3 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

DRC Exam Coordinator

Department

UBCO | Program Support | Exam and Accessibility Coordination | Disability Resource Centre

Compensation Range

$4,731.00 - $5,423.00 CAD Monthly

Posting End Date

May 24, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

The scheduled shift times for this position will vary depending on operational requirements. Shifts may be scheduled between 8:30am - 9:30pm, Monday to Saturday. The responsibility of afternoon/evening and weekend shift coverage will be shared with another Exam Coordinator.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

This position coordinates student exams including the following types of exams; accommodated exams for students with disabilities; distance education exams for external academic institutions and professional registering bodies; out-of-time final exams and re-scheduled tests, and supports for large exam sittings both in-person and online. Coordination activities include booking rooms, scheduling invigilators, setting up exam accommodations and communicating with faculty members and students. This position requires the incumbent to respond within tight timelines and be able to work fluently across several software platforms and communication technologies. It requires a high level of concentration throughout the workday as the attention to detail of complex information is crucial to the success of the department. This position oversees student invigilation staff by assisting in the hiring process, creating and leading invigilator training, and providing ongoing support and problem-solving during exams, in addition to other tasks. This position is familiar with and strictly adheres to the University policies and procedures.

Organizational Status

The Exam Coordinating Team is part of the Disability Resource Centre (DRC), Student Wellness, AVP Students. This position reports to the Team Lead - Accessibility and Accommodation Services and works closely with other DRC team members, students, staff, and faculty on a daily basis.

Work Performed
- Day-to-day coordination of UBCO’s exam invigilation program. This position demands a high level of concentration throughout the workday. This position needs to efficiently complete daily tasks using multiple screens, while managing in-person concerns from invigilators, DRC staff, students and faculty who visit the DRC.
- Troubleshoots and problem solves as issues arise during the administration of any given exam.
- For In-Person Exams - books rooms for exams, arranges technology and assistive technology, organizes all materials required for each exam.
- For online Exams - administrative access to Canvas courses to check and adjust exam settings to meet student accommodation needs;
- For online exams - build unique zoom rooms, assign invigilators to the appropriate room and ensure access for students and invigilators.
- Communicates with instructors when exam format does not meet the required accommodations for DRC students and, advises instructors on the formatting changes. Creates alternate formats for individual exams as needed. Collaborates and consults with other Exam Coordinators, Accessibility Advisors, faculty, and Team Lead when complex exams, and/ or complex accommodation needs arise, This work involves complicated situations and multiple interactions across different platforms for all exams.
- Interprets exam information to establish appropriate invigilation procedures; requires a detailed understanding of student accommodation needs and DRC procedure.
- Schedules shifts for invigilators - matches the skills and abilities of up to 100 invigilator staff to the needs of the exam, the student, or the task; complex scheduling due to overlapping shifts and varying availability of invigilators;
- Completes exam accommodation bookings one on one for students as required.

Guides and supports the day-to-day work of invigilators
- Assigns invigilators’ day-to-day activities, including scheduling of shifts and assignment of tasks during shifts.
- Assists the Team Lead with hiring of invigilators.
- Contributes to the design and content of invigilator training materials to ensure comprehensive training of invigilators for complex exams and accommodations.
- Delivers invigilator training that includes individual training, workshops, and schedules shadow/mentor shifts for exam invigilators.
- Observes invigilator day-to-day competence; consults with and provides updates

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