University of Waterloo

Returning Candidate?

Examinations Assistant

Examinations Assistant

Requisition ID 
2017-2120
Job Category  
Administration
Department 
5270 - Centre for Extended Learning
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$40,264 - $50,330

More information about this job

Overview

Term: 12 months

 

1 position: 35 hours per week

1 position: 17.5 hours per week

 

The Examinations Assistant helps the Examinations Specialist maintain the integrity and efficiency of the examination processes for online courses managed by the Centre for Extended Learning (CEL). Day-today direction is provided by the Examinations Specialist.

Responsibilities

Examinations Support

  • Assist the Examinations Specialist in all exam-related aspects for CEL managed online courses; taking into consideration the special circumstances of online/distance/part-time students as well as the needs of the traditional on-campus students who choose to take courses online
  • Understand and maintain appropriate standards of confidentiality, privacy and security of materials
  • Process and prepare exam packages with a high attention to detail
  • Track incoming and outgoing shipments on request
  • Sort and prepare exam materials for pickup or delivery after the examination period
  • Look for and propose process improvements
  • Assist with pulling data from various exam-related systems
  • Research exam related activities to assist with the creation of activity reports for student petitions/grievances

 

Proctors and Exam Centre Coordination

  • Verify and approve proctors, communicate results with both students and proctors, and record details in proctor administration and student information systems
  • Prepare shipments for exam centres and individual proctors
  • Assist with the digital distribution and return of exams
  • Assist with the setup, delivery and reporting of remote-proctored exams

 

Customer Service

  • Provide a high level of front line customer service for both internal and external stakeholders
  • Respond to exam related inquiries/requests and escalate as required
  • Communicate with a variety of stakeholders regarding examinations in person, via phone and email, often in a very time-sensitive environment and situations of a sensitive nature
  • Work with faculty and students to reschedule conflicts, relief and missed exams where appropriate
  • Help instructors, students and proctors with first-level system support when necessary

 

Other Duties

  • Help ensure the safety and security of the examinations area
  • Participate in the development of business processes to accommodate the University’s requirements for administering examination policies
  • Assist 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

  • Post secondary degree/diploma required; university degree preferred or equivalent combination of education and/or experience in an academic setting
  • 1-2 years of experience in an administrative role required
  • An understanding of a post-secondary academic environment is an asset 
  • Knowledge of university level examination processes beneficial
  • Experience with couriers and shipping methods, both domestic and international
  • Experience working in an environment where privacy, security and sensitivity are very important
  • Proctoring experience would be beneficial
  • Experience conducting research online in a global context
  • Student/customer service experience is an asset
  • Intermediate skills in MS Office Suite – in particular Word, Excel and Outlook
  • Ability to quickly assess a situation and make recommendations
  • Able to adapt to new processes and procedures
  • Strong computer skills, and the ability and willingness to learn new systems
  • Display strong organization skills and attention to detail, and able to prioritize competing demands
  • Capable of dealing with a high volume of requests/correspondence in a timely manner
  • Excellent written and oral communication skills
  • Understanding of University of Waterloo policies, procedures and guidelines relating to examinations, academic regulations, security and privacy
  • A thorough knowledge of Quest (student information system) and related university systems and the ability to put their tools to the best use to maximize efficiency and accuracy
  • Working proficiency with foreign languages would be extremely beneficial
  • Some weekend and after-hours work is required during peak examination periods