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Exam Coordinator

2 months ago

Edmonton, Alberta, Canada MacEwan University Full time
Job Summary

MacEwan University is seeking a highly organized and detail-oriented Exam Coordinator to join our Exam Services department. As an Exam Coordinator, you will play a critical role in ensuring the smooth operation of our exam centre, coordinating exam resources, and providing exceptional customer service to students and faculty.

Key Responsibilities
  • Coordinate exam schedules, resources, and seatings to ensure efficient and effective delivery of services.
  • Ensure the integrity and security of exams and exam-related information, maintaining confidentiality and adhering to university policies and procedures.
  • Manage the Exam Centre's schedules to ensure qualified staff are in place during operating hours, ensuring seamless delivery of services.
  • Serve as a resource and first point of contact for Exam Administrators, providing guidance and support as needed.
  • Maintain knowledge and understanding of the variety of technologies and formats used to meet the needs of students requiring accommodation, ensuring accessibility and inclusivity.
  • Coordinate with internal stakeholders to ensure computers and other assistive technology are in good condition, troubleshooting any technical issues that may arise.
  • Serve as a subject matter expert of the Centre's database and technology system, including building and updating process maps, performing testing, and developing training aides and resources to support the team.
  • Support Exam Invigilators and students in troubleshooting technical issues with exams, providing timely and effective solutions.
  • Monitor physical testing spaces and the Exam Centre, ensuring a positive and inclusive environment for students and staff.
  • Provide reporting on operations to inform staffing, hours, and service delivery decisions, ensuring data-driven decision making.
  • Manage and coach casual Exam Invigilators, including assignment of workloads, monitoring performance, supporting onboarding and training, preparing schedules, and providing regular communications.
  • Assist in the recruitment and selection of Exam Invigilators, ensuring a diverse and skilled team.
  • Mediate and resolve conflicts and challenges, maintaining a positive and respectful work environment.
  • Design and maintain training, educational materials, user guides, and reference documents in various mediums, ensuring effective communication and knowledge sharing.
  • Assist Faculty and students with Exam Centre-related questions, providing timely and accurate information.
  • Develop and maintain effective processes and workflows across multiple service points to ensure a positive user experience, streamlining operations and improving efficiency.
  • Develop visual aids and other wayfinding tools and resources for visitors to the Exam Centre, enhancing the overall experience.
  • Review and update the Exam Centre website, ensuring accuracy and relevance.
Requirements
  • Excellent organizational and time management skills, with the ability to adapt to and manage competing demands with minimal supervision in a fast-paced environment.
  • A strong understanding of and ability to maintain the integrity and security of exams, adhering to university policies and procedures.
  • Strong interpersonal skills, with the ability to foster positive working relationships, remain calm in challenging circumstances, and show a high degree of tact, diplomacy, and sensitivity.
  • The ability to lead and encourage collaboration, promoting a positive and inclusive work environment.
  • Strong problem-solving and decision-making skills, with the ability to analyze complex situations and develop effective solutions.
  • Strategic thinking and analytical skills, with the ability to identify opportunities for improvement and implement changes.
  • Excellent communication skills, with the ability to effectively communicate with students, faculty, and staff.
  • Proficiency in Microsoft Office applications, with the ability to learn and adapt to new technologies.
  • Knowledge of FOIP, the Alberta Human Rights Act, and the related duty to accommodate, ensuring compliance and adherence to university policies and procedures.
  • Thorough knowledge and understanding of the variety of technologies, testing platforms, and formats used to meet the needs of students requiring accommodation, ensuring accessibility and inclusivity.
  • Knowledge of disability-related barriers, with the ability to provide accommodations and support as needed.
Qualifications
  • A minimum of a diploma in Business, Education, Administration, or a related field.
  • Experience creating and maintaining processes and participating in process improvement projects, with a focus on efficiency and effectiveness.
  • Experience in developing, delivering, and facilitating training materials, with a focus on adult learning and development.
  • Experience working in a post-secondary or related testing environment and leading a team in a unionized workplace, with a focus on collaboration and communication.
  • Experience working with adults with diverse needs in a learning environment and having training in trauma-informed practice, with a focus on inclusivity and accessibility.
  • The completion of Mental Health First Aid, with a focus on supporting mental health and well-being.
  • An equivalent combination of education and experience may be considered, with a focus on relevant skills and qualifications.
Position Requirements
  • The ability to be flexible with your work schedule, which may include working some weekends and evenings to support operations.
  • The ability to stand for extended periods of time, with a focus on physical stamina and endurance.
Benefits

When you become part of the MacEwan University team, you will enjoy a competitive salary and a comprehensive benefits package, including:

  • Competitive base pay
  • Generous vacation time
  • Secure pension plan
  • Flexible benefits package
  • Continuous learning culture
  • Opportunities for career growth and development