Evening Exam Coordinator

University of British Columbia•Vancouver, BC

1d•CA$4,959 - CA$5,532•Hybrid

About The Position

The Exam Coordinators coordinate the process for the provision of accommodated exams for students with disabilities on behalf of the university. This work will involve reviewing individual student exam accommodations as they relate to the allowances of the specific exam to ensure the student is able to meet the unique learning outcomes for each exam. The incumbent will work with the student’s instructors and advisor to assess the specific allowances for each exam and coordinate resources as needed. This can include rooms, student staff, invigilation, technology and alternate format materials. Due to the nature of hybrid/online learning each assessment for one course can vary significantly from the other. Exam Coordinators will be expected to develop a specific exam plan for each student and their individual exams. Exam Coordinators will support and coordinate over 40,000 exams annually. Peak exam periods include coordinating over 900 exams in a day and over 8000 exams in a two-week timespan. This position will involve working with a team of Exam Coordinators to ensure confidentiality, sensitivity and exam procedures are maintained for both the midterm and final exams. This position will be expected to work from 2:00pm-10:00pm daily. Some weekend and on-call work will be required. The incumbent will also recruit, schedule, train and manage over 100 exam invigilators. The Exam Coordinator is responsible for ensuring adequate student staff have been hired and trained to maintain services provided by the Centre for Accessibility regarding exam invigilation, delivery and procurement. Exam Coordinators may also invigilate exams on occasion and strictly adheres to University policy and procedures.

Requirements

High School graduation, plus two years of post-secondary education plus four years of related experience, or an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Nice To Haves

Experience working in a university academic environment specifically with assessments and exam accommodations.
Knowledge of the CUPE 2278 collective agreement is preferred, experience in supervising in a unionized setting, experience supervising unionized staff.
Experience working with people with disabilities an asset.
Computer experience required (Word, Excel preferred).
Proven ability to prioritize work and to meet deadlines.
Effective oral and written communication, interpersonal, public service and organizational skills.
Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
Demonstrable skills in maintaining accurate records and attention to detail.
Proven experience using word processing, spreadsheet, database, internet and electronic mail applications at an intermediate level.
Proven ability to compose correspondence and reports using clear, concise business English.
Proven experience working both independently and within a team environment.

Responsibilities

Administer the day-to-day elements of UBC’s accommodated exam program for undergraduate/graduate midterm and final exams.
Daily coordination of individual exam plans for each pre-booked exam, including performing a detailed analysis of each student’s required accommodations, number of exams per day, academic/departmental requirements and assigning exam space in accordance with established priorities.
Assessing specific classroom exam allowances and requirements for any conflicts with the student’s exam accommodations.
Administering the implementation of exam allowances including specific requirements related to rooms, furniture, technology, format of exam, online invigilation and student support (scribe, personal attendant etc).
Coordinates the overall workflow of the exam scheduling including ad-hoc room booking.
Develop a thorough understanding of the online exam management system used to coordinate all aspects of the program including managing bookings, accommodations, exam delivery and room bookings.
Troubleshoot issues along with Academic Systems Support, resolve scheduling system errors and communicate system issues with both end users and technical staff.
Analyze, define and interpret exam data, prepare and maintain various statistical reports, manuals and information materials.
Maintain timely and professional email and phone correspondence with instructors, staff, and students.
Work collaboratively with various departments to collect data and resource requirements.
Evaluate complex departmental requirements and large volumes of data in a highly sensitive and confidential environment.
Maintain a working knowledge of computer software used to assist in the exam taking processes (Read & Write Gold, Jaws, Dragon, Zoomtext and Kurzweil).
Understand how to install/uninstall software and provide support for first-time software users during their exams.
Coordinate with UBC IT Services to ensure laptops are in good working order and troubleshoot any technical issues.
Develop and deliver training sessions to Centre staff as well as campus partners in the use of the online exam management system as well as the Accommodated Exam Centre’s guidelines/processes.
Coordinate the hiring, training and development of over 100 graduate student assistants/invigilators.
Collaborate with department staff to develop and implement training workshops and orientations.
Develop and maintain an online Canvas training module for new and returning invigilators.
Provide direct shift supervision for invigilators on their shift including the check-in room, managing breaks and assignments, contacting instructors and answering questions.
Work with Accessibility Advisors to develop and maintain specific training around Disability Awareness, De-escalation and dealing with unauthorized materials.
Conduct timely and appropriate in-person and onsite training each term to ensure exam integrity and procedures are followed.
Train invigilators in administering complex disability related exam accommodations.
Develop a training program that includes individual instruction, workshops, shadowing/mentoring, team meetings as well as mechanisms for monitoring progress and mastery of duties.
Schedule exam invigilators for the upcoming week in proportion to each day’s needs.
Keep track of hours, assure timely entry, and ensure that hours are processed for all student invigilators.
Monitor invigilator progression and provide feedback regarding the promotion of successful invigilators to the senior invigilator designation.
Supervise senior invigilators as they assist with exam procurement, correspond with instructors, delegate tasks and ensure the successful administration of each day’s exams.
Evaluate and provide annual performance reviews to senior invigilators.
Work with the Student Assistant Coordinator to ensure an adequate number of student scribes and exam assistants have been hired, trained and scheduled to maintain services provided by the Centre.
Conduct ongoing needs assessments and evaluations; work with their supervisor and other Exam Coordinators to ensure exam processes are efficient and effective.
Identify and problem-solve any potential complication, including space management in the Exam Centre.
Maintain records of accommodated exams provided through the Centre for finals and midterms.
Develop and maintain a rolling annual calendar for exams and needs to anticipate planning requirements of the resources available through the Centre for Accessibility.
Maintain inventory and working knowledge/expertise of technical aids and adaptive equipment used for exams and train invigilator student staff on the set up and troubleshooting.
Prepare detailed reports on the exam accommodation services, including statistical information, trends, successes and challenges for each academic year and as required within the term.
Complete exam accommodation bookings one on one for students with disabilities as required, typically for new students.
Maintain the office working alone policy with their supervisor as required.
Perform other duties as required.