Exams Operational Analyst

**Exams Operational Analyst**:
**Primary Purpose**:To support the Senior Coordinator of Examinations in creating the academic examination schedule, acting as the functional analyst for all university exam activities and to support the University Registrar’s Office and its reporting units with budget, HR, and financial management processes.

**Nature of Work**:Reporting to the Associate Registrar and Manager, Registrarial Services, this position is driven by constant deadlines, continuous changes, and shifting priorities. The environment is fast-paced and student-centered. There is a high expectation of being able to work without supervision, although direction will be provided where necessary, particularly in determining appropriate action around complex issues and decisions. Duties are highly varied, complex, and require strict attention to detail and the capacity to meet deadlines. The incumbent will also provide information and services directly to students and faculty regarding examinations at the University. **TLSE’s core purpose is to lead, support and celebrate the student learning and development cycle.**

**Accountabilities**:
Exam Scheduling (40%)
- Responsible for creating the academic examination schedule six times a year
- Reviewing and analyzing processes to streamline all examinations under Registrarial Services (academic, deferred, supplemental, and third party examinations)
- Acting as the functional administrator for Infosilem, the central university exam scheduling software
- Liaise with the ICT team in managing Infosilem software comprising testing and maintaining the software including upgrades
- Acting as the functional analyst for all exam activities including updating internal databases and filing systems
- Liaise with academic and administrative staff across campus for examinations
- Assist with booking and invigilating third-party exams from other institutions, associations, or accreditation bodies
- Operational oversight of the university deferred, third party and supplemental exams
- Website editing for examinations (and others) - requires good communication skills

Convocation (20%)
- Balance the integrity of university policies and procedures with the provision of effective, efficient, equitable, and empathetic customer service to students and other stakeholders
- Cultivate and maintain working relationships that support effective partnerships between Registrarial Services, TLSE, and the university community
- Back-up for convocation - providing the unit with assistance during high-volume periods

Financial/Budgetary/HR (30%)
- Prepare MOUs for Continuing Education
- Supports Destiny 1 daily/monthly reconciliation processes
- Oversee the creation of monthly and yearly budgetary documents for all units under the Registrar’s Office
- Reconcile and report on all budgetary activities of the above units
- Investigate process efficiencies and bring recommendations to the Associate Registrar
- TLSE Service Team invoicing - process owner
- Triaging invoices for TLSE Service Team. Maintaining an updated list of contacts and following up with contacts to ensure timely payment of invoices.
- Support Registrarial Services HR duties - including hiring, processing EJS, assisting with onboarding and off boarding employees

MyCreds (10%)
- This position will provide troubleshooting and back-up to the MyCreds support position.
- Assists with communication with students and alumni on accessing MyCreds and delivery of Digital transcripts
- Oversees student academic records and digital transcript productions
- Ensures the fidelity of academic history on the transcript
- Supports the Sr Coordinator in organizing MyCreds staff

**Qualifications**:In-depth knowledge of and practical work experience with Registrarial processes and systems; high level of proficiency with word processing, spreadsheet and database software, JIRA and UniFi. Knowledge of processes including examinations, registration, and convocation; experience with a scheduling software would be an asset.

**Education**:Minimum completion of a university degree and completion of UniFi training. A Masters degree would be an asset.

**Experience**: At least one year of related experience, preferably in a university setting.

**Skills**: Possess high standard of professional integrity with the ability to maintain confidentiality and handle sensitive matters diplomatically and discreetly. Excellent interpersonal, communication (oral and written), organizational and analytical skills. Time management is key, as well as a strong ability to take initiative and be self-directed. Demonstrated capacity to manage multiple tasks with tight timelines and competing demands. Demonstrated ability to work independently as well as collaboratively, within a team environment. Strong attention to detail, creativity and problem solving skills. Ability to assist with document preparation and demonstrated writing ability to prepare recommendations for pro