Operations Coordinator

National Board of Chiropractic Examiners•Greeley, CO

9h•$20 - $24•Onsite

About The Position

The National Board of Chiropractic Examiners (NBCE) is the international testing agency for the chiropractic profession. The NBCE develops, administers, and scores standardized exams that assess knowledge, higher-level cognitive abilities, and problem-solving in various basic science and clinical science subjects. NBCE exams offer assurance to the general public that a chiropractor, regardless of what school they attended or where they were licensed, has demonstrated a baseline of knowledge as well as ability in diagnosis, diagnostic imaging, principles of chiropractic, associated clinical sciences, and chiropractic practice. Candidates typically take NBCE exams before graduating from chiropractic college. Exam scores are made available to licensing authorities within and outside the United States. In the U.S., all 50 states either accept or require candidates to pass Parts I, II, III, and IV for licensure. The Operations Coordinator 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 Coordinator 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, while maintaining a professional appearance and demeanor.

Requirements

High school diploma or equivalent.
At least two (2) years of customer service and office support experience in a professional office environment such as a corporate office, assessment center, educational institution, or medical facility.
Must be 18 years of age or older with at least two years of driving experience, a valid Colorado driver’s license, and a 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, as well as conflict resolution and de-escalation skills.
The ability to make independent decisions when necessary.
Excellent time management skills must be reliable and punctual.
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.
Any offer of employment is contingent upon the candidate's 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

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 Test Center Administrator (TCA) as needed, with registration, security, storing personal belongings, light housekeeping, providing breaks, etc.
Assist in ensuring common areas are stocked and maintained (e.g., coffee bar, bathrooms, break areas).
Assist in the preparation of test site materials (e.g., rosters, incident reports).
Proctor DIM examinees, as needed.
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. Communicate any delays or issues to the department manager or other designated staff.
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.
Check the vehicle for any items left by passengers (e.g., purses, wallets, phones, electronic devices) and return them to the rightful owner or the lost and found at the NBCE assessment center.
Conduct daily vehicle inspections according to policy using the checklist provided.
Report any maintenance needs or mechanical issues to the department manager or other designated staff member.
Ensure the vehicle is properly fueled, maintained, and the interior and exterior are clean for daily operations.
Adhere to all federal, state, and local traffic laws, as well as company safety protocols and operate the vehicle in a safe and courteous manner, to ensure passenger and public safety.
Follow NBCE’s Vehicle Use Policy, including reporting any traffic infractions or accidents in a timely fashion.
Maintain accurate logs of trips, mileage, fuel usage, and passenger counts, and any incidents or accidents as required by Company policy.
Assist the Test Administration Manager in establishing dates for each administration at Prometric Testing Center (PTC) locations for Part I, Part II, Part III, PHT, and all Specialty exams and at campus sites for Part I, Part II, Part III, and PHT exams. Assist the PTC representative with blocking seats at PTC locations for areas without campus testing centers and ensure Prometric has the correct number of seats available at each campus location for scheduling.
Validate that all invoices from the employment agency correspond with time sheets. Enter the invoices and submit them in Concur for the Test Administration Manager’s review and approval.
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 Prometric invoices after each administration and submit them to the Finance Department for processing.
Run weekly reports in Learning Builder to verify the number of examines scheduled at each CBT campus testing location. Coordinate with Prometric to open or close sessions, as needed, and as directed by the Test Administration Manager.
Responsible for security of all exam materials (e.g., examinee booklets, CBT rosters).
Check rosters for no shows and cancellations for all administrations and distribute them to the Testing, Administration, and Psychometrics Departments.
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. Communicate all examinee irregularities to the Psychometric Department by the Friday after each administration so they can be placed on the watchlist and monitored during the scoring process. Upload all reports to Dropbox for the CBT test site staff and email both Part IV and CBT reports to the Executive Assistant to distribute to the Board of Directors.
Assist the Test Administration Manager in developing, updating, and providing all test sites with necessary test administration materials such as manuals for security policies, registration procedures, proctor training presentations, etc.
Track monthly CBT numbers for Part I, II, III, PHT, and all Specialty exams for the Test Administration Manager’s Board Reports.
Distribute the annual communication to all CBT staff outlining the requirements and deadlines for Prometric recertification.
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.
Run out-of-office errands using an NBCE owned vehicle.
Sort incoming and outgoing mail and deliver heavy packages / boxes to their designated department using carts and hand trunks as needed.
Prepare or accept shipments in the receiving / loading area.
Operate the postage machine and scale to weigh and affix sufficient postage on each piece to be mailed.
Assist with inventory and ordering supplies.
Order and prepare holiday greeting cards for the Testing and Executive Departments and order gifts for the Head Proctors from Harry & David.
Organize and keep tidy common areas, ensuring they are well stocked with NBCE provided supplies (creamer, coffee, silverware, etc.) while also ensuring that old, broken, or otherwise unusable items are disposed of in an appropriate manner.