Exam Room Officer

1 month ago

Ottawa, Canada Carleton University Full time

**Duties and Responsibilities**:
Reporting to the Associate Registrar, Scheduling & Systems, the Exam Room Officer is responsible for the on-going development, coordination, implementation and day-to-day operation of the McIntyre Exam Centre.

There are two physical locations for this service. The McIntyre Exam Centre is designed to provide services for both students and faculty at Carleton University in order to meet a variety of accommodation needs during scheduled tests and exams. This includes and is not limited to in-class tests, midterms and formally scheduled examinations. The incumbent ensures appropriate and timely test/exam accommodation for students with disabilities while ensuring academic integrity in accordance with University policies and procedures.

The Centre provides various adaptive technologies to assist with the technical needs of students, including JAWS, Dragon Naturally Speaking, and others. With 41 workstations in Unicentre and 33 workstations in Paterson Hall, the incumbent is responsible for supporting the ongoing technical and functional development of the software systems that support the Centre.

Moreover, one of the systems supported and supervised by the Exam Room Officer is the exam upload tool. This system is high profile in that all exams, not only accommodated exams, are uploaded through this channel. Process and procedure, communication, validation of data submitted; as well as security, are critical. Advanced technical skill and demonstrated expertise in database management are required.

Recruits, hires, trains, supervise and schedule the part-time casual staff and proctors. Approximately one hundred proctors are presently in the staffing pool. Train and supervise the Exam Room Coordinator and the Exam Room Technologist. As an officer, responsibilities include coordination of work, team development, work load assignment, and conflict resolution to ensure the efficient delivery of service to clients.

Incumbent plays a pivotal role in the students’ experience in the McIntyre Exam Centre. Excellent interpersonal and communication skills are vital to the operation. Communication with students with disabilities may require significant ability to overcome communication barriers presented as a result of students’ disabilities, including but not limited to Deaf clients, students with limited speech capabilities and physical and psychological symptoms that might otherwise impede communication. As the accommodation issues presented in the academic climate for students with disabilities are not predictable, the Exam Room Officer will have to use considerable judgment, intuition and expertise in the conduct of duties.

The incumbent requires strong process management skills to ensure the smooth functioning of the centre as well as conflict resolution skills to address any issues that may surface.

**Qualifications**:
**The incumbent must possess the following qualifications**:

- The work requires a good knowledge of modern office/business practice and technology, a general knowledge of university organization and procedures and a thorough knowledge of examination regulations and procedures.
- The core service aspect of MEC requires knowledge of a variety of accommodation circumstances, and the personal suitability to provide an environment that meets the needs for students, while also protecting academic integrity of the examination condition.
- Requires the ability to work with minimum supervision as MEC is in a different location than Scheduling and Examination Services.
- Tact and discretion in dealing with people who find themselves in highly charged situations is also required.
- The ability to assist with the technical needs of students who access a variety of adaptive software systems, including JAWS, Dragon Actually Speaking, and others.
- Familiarity with Banner, registrarial functions and academic department functions would be assets.
- High level of troubleshooting is required on a daily basis for this position. Creativity and strong problem solving are required in order to find workable solutions.
- The work requires experience working with databases and manipulating data from various sources.
- Exceptional organizational skills.
- Strong business process management skills, ability to measure performance and analyse key processes to ensure quality of service.
- Supervisory experience and ability to lead and motivate a team.
- Accountability and judgment.
- Ability to maintain and develop positive working relationships with others and resolve misunderstanding or conflict.
- Strong interpersonal and communication skills, both written and verbal.

**Education and Experience**:
**The above is normally acquired through the completion of**:

- Completion of Undergraduate Honors Degree (in either business or a technology-related field)
- Completion of Conflict Resolution Certificate or equivalent
- Completion of Process Management Certificate or equivalent
- Eight year

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