Office Support -Operations Assistant

National Board of Chiropractic Examiners•Greeley, CO

just now•$25 - $31•Onsite

About The Position

The Operations Assistant provides support to the Test Administration Manager and Administration Department staff by performing administrative duties, assisting with exam operations, and handling a wide variety of other tasks. The Operations Assistant is also responsible for ensuring best practices in customer service and communications with examinees. This role promotes positive relationships within the organization, as well as with vendors, consultants, and test site personnel, and requires a high level of professionalism in both appearance and demeanor, reliability, and discretion in a high-stakes testing environment.

Requirements

High school diploma or equivalent.
At least two (2) years of lead customer service and office support experience in a professional office environment such as a corporate office, assessment center, educational institution, or medical facility.
Must have at least 5 years of driving experience, a valid Colorado driver’s license, and satisfactory motor vehicle record.
General knowledge of office procedures, advanced typing skills, and proficiency in Microsoft Suite (Word, Excel, Adobe, Outlook, Teams) or similar.
Excellent verbal and written communication, customer service, and conflict resolution and de-escalation skills.
The ability to analyze complex problems quickly and make sound, on the spot decisions to de-escalate situations and provide satisfactory and appropriate solutions.
Able to make independent decisions when necessary.
Excellent time management skills and abilities.
Visual acuity of 20/40 in at least one eye or both eyes together, with or without correction, and the ability to recognize basic traffic signal colors (i.e., red, green, amber). Must wear corrective glasses or lenses if specified on driver’s license.
Ability to lift and carry up to 50 pounds and be able to load and unload luggage and other personal items.
Eligibility to work in the U.S. for any employer.
Satisfactory completion of the NBCE’s pre-employment, post-offer screening process, including a background check (criminal history), motor vehicle record check, and drug screen.

Responsibilities

Assist the Test Administration Manager in establishing dates for each administration at testing centers and assist the testing site representative with blocking seats at their locations ensuring they have the correct number of seats available at each campus location for scheduling.
Run weekly reports to verify the number of examinees scheduled and coordinate with testing site representative to open or close sessions, as needed, and as directed by the Test Administration Manager
Collect receipts/documents and verify all staff expenses are submitted by test-site personnel to ensure accuracy. Enter the expenses into Concur and submit them for the Test Administration Manager’s review and approval.
Audit and approve all vendor invoices after each administration and submit them to the Finance Department for processing.
Prepare monthly Information Letters to CBT campus sites to inform them of how many examinees will be testing to allow Head Proctors to plan and hire Proctors as needed.
Review all test site surveys and incident reports after each test administration and consult with the Test Administration Manager on any comments or issues that need to be addressed.
Assist the Test Administration Manager with: following up on corrective actions with examinees and on-site test center staff and communicating all examinee irregularities to designated individuals, and developing, updating, and providing all test sites with necessary test administration materials such as manuals for security policies, registration procedures, proctor training presentations, etc.
Provide examinee support in-person, over email, or on the phone by answering questions, troubleshooting travel delays, and assisting in rescheduling exam appointments when necessary.
Monitor the front door to ensure access to authorized personnel or guests. Responsible for the security of the building during test center operation.
Assist the Assessment Center Administrator (ACA) as needed, with registration, security, storing personal belongings, light housekeeping, providing breaks, etc.
Proctor exams as needed or as backup to the Assessment Center Administrators.
Take full ownership of escalated cases, conduct independent research, troubleshoot, make on the spot decisions, and coordinate with other departments.
Analyze complex problems quickly and make sound, on the spot decisions to de-escalate situations and provide satisfactory and appropriate solutions for examines.
Make necessary decisions regarding irregularities, in accordance with NBCE policies, during the exam.
Run out-of-office errands, assist with inventory and ordering supplies, order and prepare holiday greeting cards, and order gifts as requested.
Organize and keep tidy common areas, ensuring they are well stocked with NBCE provided supplies. Work with the designated department representative on stocking protocols to ensure that all work areas are well stocked and organized.
Perform routine cleaning on coffee machines, ice makers, toaster ovens, and other kitchen appliances throughout the building according to the appropriate schedules.
Set-up and tear-down tables and other equipment for conferences and special meetings, as directed.
Arrange for catering, and clean up after each event operating the dishwasher, washing machine, and clothes dryer, as necessary.
Coordinate resources and vendors necessary to support event operations, including the delivery of materials and supplies.
Safely operate a company van/shuttle vehicle (i.e., a vehicle with a capacity of 12 passengers or fewer, including the driver) to transport passengers. Provide timely and courteous transportation between designated pick-up and drop-off points, (hotel and NBCE on-campus test site, currently less than 1-mile round trip).
Greet passengers in a friendly, courteous, and professional manner to ensure a positive experience. Assist passengers in boarding and exiting the vehicle, including assisting with luggage and other personal items.
Conduct vehicle inspections according to policy using the checklist provided to ensure vehicle is properly fueled, maintained, and the interior and exterior are clean for daily operations. Follow NBCE’s Vehicle Use Policy, including reporting any traffic infractions or accidents in a timely fashion.