IELTS Administrator -Contract

Kaplan•Vancouver, BC

166d

About The Position

Manages the Kaplan Toronto IELTS test venue. Performs a variety of administrative functions. Provide excellent customer service to test takers and prospective candidates. Work towards growth of Toronto venue by identifying obstacles and implementing solutions. Provide supervision on weekly test days on Saturdays and Sundays. May compose memos, transcribe notes, and create presentations. May generate reports, handle multiple projects, and prepare and monitor invoices and expense reports. May assist with compiling and developing the annual budget. Work closely with Test Centre Administrator on every aspect of managing multiple test venues and test delivery. Provide high quality customer service to candidates in all aspects of IELTS test such as registering, paying, remarking and sending results to receiving organizations Develop and maintain a strong working knowledge of policies and procedures related to secure and smooth IELTS test administration Operate IELTS and Kaplan electronic systems including ORS, IWAS, Plan Exams, IAM, CentreNet, EMM Portal, iSecure, ePC eXam (eScan), Microsoft Office, Class, and Moneris Maintain records, inventory, compile reports, and securely handle confidential information and materials Plan, coordinate and supervise test day, ensuring the highest standard of customer service, security, accurate counts of materials, appropriate space and staff; ensure timely completion of duties and strict compliance with IELTS policies Plan, prepare and carry out pre-test, test day, and post-test administrative procedure Planning and executing staff training to ensure the best quality of customer service and compliance Financial management: record payments, produce & send receipts, produce and maintain staff payment records, etc. Coordinate with IELTS and Kaplan marketing teams and subcontractors or venues as necessary to produce marketing and communication materials online, in print, radio, television or other media as required Keep and maintain electronic records and backups of IELTS materials Regularly communicate with partners, test takers, Kaplan staff, venue staff, and examiners Maintain and update test centre Website using Wordpress, Elementor, etc. Coordinate mailings of test results on expedited and regular schedules, handle and organize shipments of test material to other venues Create and update social media sites and marketing materials Hiring and managing of test day examiners and staff as needed Work with Test Centre team to plan and implement strategies to grow the Toronto IELTS venue

Requirements

Minimum 1-2 years’ experience in customer-centric sales and business or operational setting
A sales-oriented, target driven individual with an entrepreneurial attitude
A flexible and positive outlook, coupled with a creative mindset
An understanding of students’ needs and a customer-centric, empathic perspective
Great team spirit and the willingness to go above and beyond
Ability to build strong relationships, internally & externally
Exceptional interpersonal and communication skills and confidence to engage with leads
Bachelor’s Degree or equivalent
Ability to work evenings and weekends
Must be authorized to work in Canada
Strong Computer Skills (Word, Excel, PowerPoint)
Strong English skills (Advanced, IELTS 7 or higher)
Ability to work at more than 1 location as necessary
Excellent organizational skills, communication skills, time management ability
Attention to detail, commitment to problem-solving

Nice To Haves

Prior experience with exam supervision, particularly IELTS.
Familiarity with IELTS platforms such as ORS, IWAS, Plan Exams, IAM
Experience in a higher education business or operational setting
Experience with database systems
One or more foreign language ability
Once hired, must Be aware of who is the designated safeguarding Lead for Kaplan Languages
Be aware of how to identify safeguarding concerns and how to appropriately respond to these
Complete, in a timely fashion, any safeguarding training assigned to you
Report any safeguarding concerns to the Designated Safeguarding Lead (DSL) in the school
As a member of the school team, be responsible for all aspects of our students safeguarding and welfare in conjunction with the wider school and company management teams
Must pass a criminal background check

Responsibilities

Manage the Kaplan Toronto IELTS test venue
Perform administrative functions
Provide customer service to test takers and prospective candidates
Work towards growth of Toronto venue by identifying obstacles and implementing solutions
Provide supervision on weekly test days on Saturdays and Sundays
Compose memos, transcribe notes, and create presentations
Generate reports, handle multiple projects, and prepare and monitor invoices and expense reports
Assist with compiling and developing the annual budget
Work closely with Test Centre Administrator on every aspect of managing multiple test venues and test delivery
Provide high quality customer service to candidates in all aspects of IELTS test such as registering, paying, remarking and sending results to receiving organizations
Develop and maintain a strong working knowledge of policies and procedures related to secure and smooth IELTS test administration
Operate IELTS and Kaplan electronic systems including ORS, IWAS, Plan Exams, IAM, CentreNet, EMM Portal, iSecure, ePC eXam (eScan), Microsoft Office, Class, and Moneris
Maintain records, inventory, compile reports, and securely handle confidential information and materials
Plan, coordinate and supervise test day, ensuring the highest standard of customer service, security, accurate counts of materials, appropriate space and staff; ensure timely completion of duties and strict compliance with IELTS policies
Plan, prepare and carry out pre-test, test day, and post-test administrative procedure
Planning and executing staff training to ensure the best quality of customer service and compliance
Financial management: record payments, produce & send receipts, produce and maintain staff payment records, etc.
Coordinate with IELTS and Kaplan marketing teams and subcontractors or venues as necessary to produce marketing and communication materials online, in print, radio, television or other media as required
Keep and maintain electronic records and backups of IELTS materials
Regularly communicate with partners, test takers, Kaplan staff, venue staff, and examiners
Maintain and update test centre Website using Wordpress, Elementor, etc.
Coordinate mailings of test results on expedited and regular schedules, handle and organize shipments of test material to other venues
Create and update social media sites and marketing materials
Hiring and managing of test day examiners and staff as needed
Work with Test Centre team to plan and implement strategies to grow the Toronto IELTS venue