Examinations Assistant

**Date Posted**:03/07/2025
**Req ID**: 42035 and 42037 - This requisition is for two (2) continuing full-time positions

**Faculty/Division**: University of Toronto Scarborough
**Department**: UTSC:Ofc of the Registrar
**Campus**: University of Toronto Scarborough (UTSC)
**Position Number**: 42035 - 0057701; 42037 - 0057702

**Description**:
**About us**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Office of the Registrar is responsible for student recruitment and admissions, direct and online service to current students, including registration, financial aid, scholarships, academic assessments, graduation and petitions. It also provides course scheduling, administration of tests and exams, enrolment data analysis and business intelligence.

It is the vision of the Office of the Registrar to connect every student to success by providing excellent service and support to students, faculty, staff and the broader community. Members of the Office of the Registrar team value accountability, inclusivity, community and leadership and take pride in work that is student-focused and meaningful.

**Your opportunity**:
Working under the supervision of the Examinations Coordinator, you will coordinate the administration of examinations and deferred examinations for students registered with the University of Toronto. You will accomplish this by acting as the first point of contact for general enquiries, identifying and resolving individual examination conflicts, conducting preliminary analysis of exam space requirements, liaising with contacts to obtain exams and related materials, gathering information for test/examination packages, scheduling invigilators, keeping well-informed on University programs, policies and procedures, and serving as a resource to others by providing (non-supervisory) job-related guidance.

**Your responsibilities will include**:

- Coordinating the receipt and storage of all examinations and related materials
- Verifying the accuracy and completeness of information
- Tracking and monitoring the distribution and return of examinations
- Processing student requests for exam re-reads, review and photocopies
- Creating a master list of students writing deferred examinations
- Resolving issues within the scope of the role and escalating problems as required
- Scheduling exam invigilators for tests and exams, including deferred exams and conflict exams, and creating seating plan for deferred exams

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum two (2) years of related work experience in a responsible administrative support role, including work experience scheduling and coordinating tests and exams, in a post-secondary or similar environment.
- Excellent computer skills with Word, Excel, database management systems (e.g., Infosilem, eService, Course Information System).
- Excellent verbal and written communications, interpersonal, and problem-solving skills.
- Ability to read, retain, understand, and adhere to information, regulations, and guidelines.
- Strong time management skills with demonstrated ability to effectively and efficiently handle multiple tasks and competing priorities.
- Demonstrated experience working with multiple deadlines and competing priorities is required.
- Demonstrated accuracy and attention to detail.
- Tact, discretion, sensitivity to confidential matters.
- Ability to work effectively both independently and within a team environment.
- Follows rules and procedural processes and maintain confidentiality related to Freedom of Information and Protection of Privacy Act (FIPPA).
- Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

**To be successful in this role you will be**:

- Accountable
- Communicator
- Diligent
- Multi-tasker
- Organized
- Problem solver

**Notes**:

- We are posting for two (2) continuing full-time positions.
- A copy of the full job description is available upon request from the UTSC HR Office.
- This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

**Closing Date**: 03/17/2025, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Registrarial Services
**Lived