DRC Exam Coordinator - Jobs in University of British Columbia (Okanagan campus), BC

Job Description

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Hourly - Support Services Coordinator IJob TitleDRC Exam CoordinatorDepartmentUBCO | Program Support | Exam and Accessibility Coordination | Disability Resource CentreCompensation Range$29.97 - $34.39 CAD HourlyPosting End DateNovember 2, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateApr 30, 2023Job SummaryThis position coordinates student exams including the following types of exams; accommodated exams for students with disabilities; distance education exams for external academic institutions and professional registering bodies; out-of-time final exams and re-scheduled tests, and supports for large exam sittings both in-person and online. Coordination activities include booking rooms, scheduling invigilators, setting up exam accommodations and communicating with faculty members and students. This position requires the incumbent to respond within tight timelines and be able to work fluently across several software platforms and communication technologies. It requires a high level of concentration throughout the workday as the attention to detail of complex information is crucial to the success of the department. This position oversees student invigilation staff by assisting in the hiring process, creating and leading invigilator training, and providing ongoing support and problem-solving during exams, in addition to other tasks. This position is familiar with and strictly adheres to the University policies and procedures.Organizational StatusThe Exam Coordinating Team is part of the Disability Resource Centre (DRC), Student Wellness, AVP Students. This position reports to the Team Lead – Accessibility and Accommodation Services and works closely with other DRC team members, students, staff, and faculty on a daily basis.Work Performed

• Day-to-day coordination of UBCO’s exam invigilation program. This position demands a high level of concentration throughout the workday. This position needs to efficiently complete daily tasks using multiple screens, while managing in-person concerns from invigilators, DRC staff, students and faculty who visit the DRC.
• Troubleshoots and problem solves as issues arise during the administration of any given exam.
• For In-Person Exams - books rooms for exams, arranges technology and assistive technology, organizes all materials required for each exam.
• For online Exams - administrative access to Canvas courses to check and adjust exam settings to meet student accommodation needs;
• For online exams – build unique zoom rooms, assign invigilators to the appropriate room and ensure access for students and invigilators.
• Communicates with instructors when exam format does not meet the required accommodations for DRC students and, advises instructors on the formatting changes. Creates alternate formats for individual exams as needed. Collaborates and consults with other Exam Coordinators, Accessibility Advisors, faculty, and Team Lead when complex exams, and/ or complex accommodation needs arise, This work involves complicated situations and multiple interactions across different platforms for all exams.
• Interprets exam information to establish appropriate invigilation procedures; requires a detailed understanding of student accommodation needs and DRC procedure.
• Schedules shifts for invigilators – matches the skills and abilities of up to 100 invigilator staff to the needs of the exam, the student, or the task; complex scheduling due to overlapping shifts and varying availability of invigilators;
• Completes exam accommodation bookings one on one for students as required.

Guides and supports the day-to-day work of invigilators

• Assigns invigilators’ day-to-day activities, including scheduling of shifts and assignment of tasks during shifts.
• Assists the Team Lead with hiring of invigilators.
• Contributes to the design and content of invigilator training materials to ensure comprehensive training of invigilators for complex exams and accommodations.
• Delivers invigilator training that includes individual training, workshops, and schedules shadow/mentor shifts for exam invigilators.
• Observes invigilator day-to-day competence; consults with and provides updates to the Team Lead to determine additional training or support requirements for invigilators.
• Coordinates and schedules a team of 100 invigilators.
• In consultation with the Team Lead determines which invigilators can be assigned to more complex invigilation shifts or other types of support shifts and assigns accordingly.
• Supports invigilators during exams by offering guidance about exam procedure during unusual and sometimes stressful situations adhering strictly to the University policy and procedures.
• Maintains an inventory and a working knowledge/expertise of the technical aids and adaptive equipment used for exams and trains invigilator staff on the set up and trouble shooting of equipment.

Administrative Responsibilities

• Communicates DRC procedures to students, staff, faculty, and invigilators in a clear and concise manner, both verbally and in written form. Communication may be in-person, phone, Zoom, or email.
• Composes correspondence and initiates replies to inquiries of both a routine and non-routine nature relating to exams. Maintains timely and professional email and phone correspondence with faculty, staff, students and external clients.
• Communicates with external examiners and ensures compliance with their exam administration rules.
• Receives and prints exams and creates exam packages.
• Reviews information on each exam and confirms accuracy with information received by DRC. Follows up and confirms information with faculty.
• Manages the secure storage, filing, pick up and delivery of completed exams.
• Prepares detailed reports on the exam accommodation services, including statistical information, trends, successes, and challenges for each academic year and as required within the term.
• Ensures that the DRC website and social media outlets have current information regarding accommodated exams. Provides updates as required to the Team Lead.
• Creates and updates invigilator resources, including training material, daily checklists, email templates, and other accommodation-related materials.
• Updates and maintains procedure manual for Exam Coordinator processes, based on the changes to the daily tasks.
• Conducts ongoing needs assessments and evaluations; works with the Team Lead to ensure exam processes are efficient and effective. Identifies potential problems in the exam invigilation processes and determines more effective methods that should be used, with the approval of the Team Lead.
• Involved in testing and providing feedback on new systems or processes as they are developed. Ensures quality control is maintained in the exam booking and administration processes.
• Maintains records of accommodated exams provided through the Disability Resource Centre.
• Develops and maintains a rolling annual calendar for exams and anticipates planning requirements of the resources available through the DRC.
• Maintains inventory and stocks exam supplies.
• Provides coverage of reception desk as needed.
• Maintains overall orderliness, security and set up of the exam centre.
• Performs other duties as required.

Consequence of Error/JudgementThis position will deal with unique situations requiring sound judgement, knowledge of and sensitivity to equity diversity and inclusion. Decisions require thorough knowledge of guidelines, procedures and regulations and the ability to interpret and apply them to the work unit. Any errors in decision could potentially have operational, legal, and financial repercussions for the faculty, students, staff, and the department. Diplomacy is required when interacting with students, faculty staff, and external stakeholders. All information must be accurate and provided in a respectful, timely and supportive way. The confidentiality and security of the information being handled and discussed is of utmost importance. Failure to provide service that meets these standards may create hardships for students, compromise the relationship of the Disability Resource Centre with service consumers who may experience marginalization or disadvantage as a result of the interaction, or negatively impact the public image of the unit and University.Supervision ReceivedWorks independently with supervision and support from the Team Lead. This position must exercise initiative and sound judgment in making decisions and demonstrate tact in dealing with clients and University personnel. Expected to work within pre-determined policies and procedures and consult with the Team Lead for unique situations. A high level of independence is required to complete the tasks and responsibilities of this position.Supervision GivenProvides direct training, schedules, coordinates, and oversees the work of the DRC Exam Invigilators. Provides guidance to other support staff on the team with regard to day-to-day queries. Provides input into hiring and observes invigilator performance. Provides ongoing support throughout the semester to ensure that best practices are followed by invigilators before, during, and after each exam.Minimum Qualifications

• Two (2) years of related post secondary education in a relevant discipline.
• Over two years of experience in a related field or a combination of education and previous related experience.
• Experience working in a university environment is an asset.
• Demonstrated understanding of disability and equity related issues within a post-secondary institutional environment.
• Demonstrated computer skills and an ability to learn new software.
• Demonstrated ability to use multiple software interfaces simultaneously and with accuracy. Willingness to learn new software.
• Attention to detail is necessary when navigating platforms like Canvas at an administrative level.
• Knowledge of online and/ or in-person exam accommodations and the university academic environment an asset.
• Demonstrated interpersonal skills are essential in both written and oral communication.
• Ability to work cohesively within the DRC Team and broader university community.
• Demonstrated ability to maintain confidentiality and ensure privacy is maintained. Ability to use a respectful approach when presented with sensitive situations.
• Demonstrated ability to take initiative and use sound judgement in decision-making.
• Demonstrated ability to think critically, and to interpret policies in consideration of complex exam situations.
• Demonstrated ability to manage conflict and stressful situations and triage concerns as necessary.
• Demonstrated ability to meet deadlines, have a proactive approach to the work and easily handle unexpected complications.
• Demonstrated skills in maintaining accurate records and attention to detail.
• Demonstrated organization and time management skills.
• Demonstrated ability to be courteous and supportive while being able to assert boundaries and follow protocol when required.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Proven working experience with Excel, Word, Email, and other online student management software at an intermediate level.
• Demonstrated ability to work independently as well as be an effective team member.
• Demonstrated ability to create effective training materials.
• Ability to lead clear and engaging training sessions.

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