Manager, Examinations and Classrooms

3 weeks ago


Waterloo, Canada University of Waterloo Full time

Overview:
**Responsibilities**:
Operations Management
- Leads the day-to-day operations of the examination’s unit within the Registrar’s Office
- Develops plans and operational requirements to ensure the delivery of high quality, effective and efficient support for faculty, academic departments, and other university stakeholders with respect to examinations
- Builds a culture of continuous improvement by encouraging and role modeling, identifying opportunities for improvement and enhancements in processes, service, and technology optimization

Final Examination Schedule
- Oversees all aspects of the production of examination schedules
- Effectively communicates requirements and initiatives with academic departments and ensures timely submission of examinations information
- Oversees development of a conflict-free final exam schedule and coordinates with colleagues at Wilfrid Laurier University to ensure a conflict-free exam schedule for double degree students. Liaises with Departmental Examination Representatives throughout the exam scheduling process
- Supervises a final exam schedule for CEL (Centre for Extended Learning) and reports conflicts for resolution

Final Examination Print Management
- Supervises the completeness and consistency of several thousand final examinations printed through the Registrar’s Office annually
- Reconciles printing costs and reports/corrects mistakes through W Print
- Verifies correct upload and submission of final exam master's through exam management software
- Directs the print requisition requirements for examination papers
- Authorizes and oversees delivery/quality control/integrity of final exam papers at secure exam locations
- Maintains and distributes current policy & procedural information for stakeholders
- Manages confidential shredding of final exam papers and exam-related material
- Oversees departmental proctor information for all scheduled and administered examinations

Final Examination Management
- Creates a cycle of events for each new exam scheduling cycle
- Creates, updates, and maintains Exam Regulations and ensures proper approval through governance pathways, including Senate
- Posts and maintains the Final Examination Schedule on the Registrar’s Office website
- Ensures Registrar classrooms are available for all final examination-related activities
- Recruits, hires, trains, and manages payroll for Presiding Officers overseeing exams
- Oversees physical set-up and teardown of the PAC
- Maintains inventory of examination supplies
- Liaises with AccessAbility Services and instructors for relief exam arrangements
- Maintains relief exam statistics
- Coordinates with Campus Response Team for medical coverage during final exams
- Liaises with WatCard Office to ensure scanners are available and operational during each final exam period
- Acts as primary emergency contact during the entire final exam period
- Oversees writing venues for both "scheduled and administered" and "scheduled only" final exams
- Sets appropriate parameters within the exam scheduling software each term

Classroom Management
- Tracks and maintains the Registrar’s Office furniture inventory
- Arranges replacement or repair of missing or damaged classroom furniture or audio-visual equipment
- Ensures students’ and instructors’ accessibility needs are met in centrally managed classrooms
- Participates as a member on the Teaching and Learning Spaces Operations Committee

Training and Communication
- Conducts regular training workshops and provides one-on-one coaching
- Fosters partnerships with Departmental Exam Representatives
- Participates on the Exam Management System committee
- Coordinates with the Registrar’s Office Communications team for development of training requirements/scripts/manuals
- Manages all exams related web content, Teams sites and SharePoint sites to ensure current and relevant information. Develops, generates, interprets, and distributes information to stakeholders

Knowledge, Expertise, and Continuous Improvement
- Participates in ongoing training to ensure an in-depth knowledge base
- Works with Registrar’s Office Communications Team to educate stakeholders on exam-related policies /procedures
- Coordinates the collection of data for on-campus, Centre for Extended Learning, and Wilfrid Laurier University final examinations
- Guides updates related workplace procedures
- Leads and contributes to special projects when applicable

Ensures the effective utilization, deployment and development of people and capital resources
- Leads, manages, and supervises staff, assigns, and prioritizes tasks, establishes staff and team goals, and evaluates performance
- Hires, trains, develops and performance manages assigned staff
- Assesses and determines staff training needs and technology requirements, and provides staff with development opportunities, as required. Seeks out opportunities to enhance diversity, equity, and inclusion
- Deploys staff most produ



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