Examinations Assistant - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

Term: 2 years

The Examinations Assistant assists the Examinations Specialist in the delivery and facilitation of examinations managed by the Centre for Extended Learning (CEL).

They are the first point of contact for examinations related inquiries. They are responsible for verifying and approving proctors and tracking and recording progress

Responsibilities:

Examinations Support

Assists the Examinations Specialist with exam coordination for CEL managed online courses; taking into consideration the special circumstances of online/distance/parttime students as well as the needs of the traditional oncampus students who choose to take courses online
Understands and maintains appropriate standards of confidentiality, privacy and security of materials
Works collaboratively with the entire exams team to accurately maintain student and exam records. and to ensure every student and exam is in the correct location at the correct time
Processes and prepares printed exam packages with a high attention to detail
Tracks incoming and outgoing shipments on request
Sorts and prepares exam materials for pickup or delivery after the examination period
Looks for and proposes process improvements
Provides support to students and instructors with respect to online proctoring
Documents studentexam activities to assist with the creation of activity reports for student petitions/grievances
Acts as Presiding Officer as needed
Advises on ways to find proctors, dealing with missed exams, and helping proctors and faculty with exam related questions

Proctors and Exam Centre Coordination

Collaboratively processes remote proctor submissions by researching, verifying and approving the submission. Communicates results to both students and proctors, and records details of the process in proctor administration and student information systems
Prepares shipments for exam centres and individual proctors
Assists with the digital distribution and return of exams
Assists with the setup, delivery and reporting of remoteproctored exams. May be called upon to train instructors on the use of the system
Assists with the recruitment and training of oncampus proctors
Assists with the coordination of exam centre bookings and proctor recruitment for exam centres

Customer Service

Provides a high level of frontline customer service for both internal and external stakeholders
Responds to exam related inquiries/requests and escalates as required
Works with faculty and students to reschedule conflicts, relief and missed exams where appropriate
Helps instructors, students and proctors with firstlevel system support when necessary
Liaises with AccessAbility Services (AAS) and instructors to coordinate relief exam arrangements

Other Duties

Helps ensure the safety and security of the examinations area
Participates in the development of business processes to accommodate the University's requirements for administering examinations and academic integrity
Assists in testing of new software/systems/features to facilitate the examination process
Assist the Learner Support Services team as required
Other duties as assigned

Qualifications:

Postsecondary degree/diploma preferred or equivalent combination of education and experience in an academic or exam centre setting
12 years of experience in an administrative role required
1 2 years student/customer service experience
An understanding of a postsecondary academic environment
Knowledge of university level examination processes
Experience with couriers and shipping and distribution options, both domestic and international
Experience working in an environment where privacy, security and sensitivity are very important
Proctoring/Presiding Officer experience would be beneficial
Intermediate skills in MS Office Suite in particular Excel and Word, and Adobe Acrobat
Excellent written and oral communication skills
Ability to quickly assess a situation and make recommendations
Able to adapt to new processes and procedures
Advanced computer skills, and the ability and willingness to learn new systems
Strong organization skills and attention to detail
Demonstrated ability to prioritize competing demands
Understanding of University of Waterloo policies, procedures and guidelines relating to examinations, academic regulations, security and privacy
Demonstrated analytical and problemsolving skills with an ability to manage a high volume of work with extreme accuracy in a timely manner
Proficiency with multiple languages would be extremely beneficial

Equity Statement:

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples.

Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

Our active work toward reconciliation takes