Exams Coordinator

3 weeks ago


Toronto, Canada Insurance Brokers Association of Ontario Full time

**SUMMARY**

As the first point of contact for IBAO’s exam programs (both RIBO exams and CAIB exams), you are primarily responsible for providing guidance for current and inspiring brokers looking to write an exam. Your role is to listen to what these prospective students need and find a match for them in what we offer.

You will work closely with the Exams Supervisor to ensure that the exam registration is fulfilled, oversee exam day behaviour, troubleshoot exam platforms as required, and administer pre and post examination procedures.

**DUTIES & RESPONSIBILITIES**

**Building Exams and Exam Registration**
- Set-up registration events and links in IMIS.
- Ensure exam versions are functioning in TopClass prior to exam day.
- Liaise with the Marketing Department to update WordPress ibao.org.
- Update and publish IBAO’s Exam Calendar across all digital platforms (IMIS, website, LMS).

**Registering Students for Exam**
- Communicate with students throughout the registration process.
- Help students navigate through the exam registration process including troubleshooting issues with proctor scheduling, issues with account access, etc.
- Process payments, transfers, and refunds to students as per IBAO policy.
- Assist in organizing exams on Topclass platform and send necessary information to external markers for grading; gather marker feedback; and distribute to the education team.

**Day of Exam**
- Support student troubleshooting inquiries as they arise and advise on appropriate next steps. Escalate with the appropriate level of urgency.
- Monitor exam and proctor performance as per RIBO compliance.

**Administer Post Examination Procedures**
- Assist exam supervisor in completing post-exam reviews and documentation as per RIBO requirements and standards.
- Assist exam supervisor in the distribution of exam grades.
- Respond to routine exam administrative requests such as exam re-mark, requests for unofficial grades, name change requests, etc.
- Fulfill RIBO compliance requirements each exam sitting.

**Other**
- Contribute to and maintain responses in the exam mailbox.
- Demonstrate sensitivity in working with personal / confidential records and information, adhering to related practices and policies.
- Work with IBAO Staff to raise awareness and help troubleshoot IBAO website, IMIS and LMS (or other platforms) if issues arise.
- Inform and enforce IBAO policies for courses and exams to students, facilitators, and proctors.
- Track budgeting targets (registration numbers) through IMIS.
- Assist in the distribution of CAIB/CPIB graduate letters.
- Other duties as assigned.

**MANAGERIAL I SUPERVISORY RESPONSIBILITIES**
- No direct reports

**FINANCIAL RESPONSIBILITIES**
- Processing transactions, refunds and transfer fees

**COMMUNICATION**

**External**:

- General Public
- Insurance Brokers Association of Canada (IBAC)
- Registered Insurance Brokers of Ontario (RIBO)
- Students
- Member Brokers
- Non-Member Brokers
- Exam Proctors
- Exam Markers
- Facilitators

**Internal**:

- Education & Instructional Design Manager
- Vice President, Marketing
- COO
- Operations Team
- CEO
- Shipping & Receiving

**QUALIFICATIONS**

**Education Level**
- Office Administration Enrollment or Registrar Office Administration
- Adult Education or similar

**Computer Skills**
- MS Office, Excel, Database (IMIS Knowledge is an asset but not required)
- GoToWebinar / Zoom, MS Access

**Key Knowledge, Skills and Abilities**
- Very detail-oriented in recording and reporting.
- Very strong verbal / written communication skills.
- Ability to multi-task.

**Professional Experience**
- 1-3 years’ work experience

**Salary**: $50,000.00-$60,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

Ability to commute/relocate:

- Toronto, ON M4P 3A1: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: Hybrid remote in Toronto, ON M4P 3A1

Application deadline: 2023-08-31


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