Scheduling and Exam Assistant

**Regular/Temporary**
- Temporary

**Job Title**
- Scheduling and Exam Assistant - Office of the Associate Dean, Undergraduate Studies - Faculty of Science

**Job ID**
- 68755

**Location**
- Central Campus

**Open Date**
- 04/14/2025

**Job Type**
- Casual

**Close Date**
- 04/20/2025

**Employee Group**
- Interim

**Favorite Job**

**Department**
- SCI Act Assoc Dean Undergrad

**Contract Duration**
- 4.1 Months

**Hours per Week**
- 20

**Posting Details**

**Schedule**
- Casual work up to 20 hours per week.

**Education Level**
- 2 year Community College diploma in Office Administration or a related field of study.

**Career Level**
- Requires 1 year of relevant experience.

**Hourly Rate**
- $23.15 per hour

**Department, Unit or Project Description**:
With over 8,000 undergraduate students and 215 faculty members, the Faculty of Science is an integral part of McMaster University. The Office of the Associate Dean, Undergraduate Studies is committed to providing excellent service to prospective and current students, staff and faculty members. We are embarking on an Online Learning Project, launching Spring 2025 where 15+ courses will be delivered online to our undergraduate study body. We require staff for test and examination support of these online Spring classes.

A Scheduling & Examination Assistant to be hired to assist with organization, scheduling and oversight of online and in-person testing and examinations for online courses in the Faculty of Science for Spring 2025. Assistant will oversee booking testing space, organizing invigilators and liaising with other central offices for student test accommodations.

Current undergraduate students, graduate students, or full-time employees are NOT eligible for this position.

**Job Summary**:
Provide support for examination administration. Responsible for providing assistance to the Scheduling and Examination Officers to support general administration of all undergraduate examinations, course scheduling and rooming. Allocates rooms for both academic and non-academic purposes.

**Accountabilities**:

- Support undergraduate timetabling by assigning classrooms for both academic and non-academic purposes and maximize the utilization of rooms based on various criteria.
- Resolve reported conflicts or issues in all undergraduate classrooms and assess the impact on students.
- Prioritize and reallocate classrooms for courses and events based on need, size, location, and access.
- Conduct database searches to determine the appropriate room type to accommodate requests.
- Provide scheduling and examination procedures, rules, and regulations information to others.
- Schedule and check shift assignments for invigilators to ensure adequate coverage for examinations.
- Input financial and other information required to process payroll for exam invigilators.
- Review the format of examinations to ensure that they conform to established University standards.
- Enter data into database to schedule and administer examinations.
- Provide reports to Security and Facility Services to inform them of classrooms being used after hours and on weekends.
- Post room change notifications as required.
- Order and maintain supplies inventory.

**Qualifications**:
Education: 2 year Community College diploma in Office Administration or a related field of study.

Experience: Requires 1 year of relevant experience.

**Assets**:
We are looking for a mature, responsible, reliable and committed individual who is fluent in English (spoken and written) and can communicate effectively (read clearly). Individual must be able to work in a stressful environment; handle difficult situations; resolve problems; oversee and supervise examinations and ensure that guidelines and regulations for the integrity and security of the examination papers and procedures are followed during examination sessions. Ability to lift materials in boxes/bags (which may be a variety of sizes and weight) is required, as well as the ability to stand for a longer period of time.

The Assistant is bound by the Academic Regulations as set by McMaster University policies. Must be able to work independently or as part of a team.

Proficiency in utilizing Zoom and Avenue2Learn (or similar platforms).

**Additional Information**:
Spring term: May 5 - June 20, 2025.
Summer term: June 23 - August 8, 2025.

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

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