Evening Exam Coordinator

University of British Columbia


Workers – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Classroom/Examination Coord 4 (Gr9)

Job Title
Night Examination Coordinator

Examination Coordination jobsincanada.one Program Assist jobsincanada.one Centre for Accessibility jobsincanada.one Pupil Affairs jobsincanada.one VP College students

Compensation Vary
$4,815.00 – $5,371.00 CAD Month-to-month

Posting Finish Date
September 21, 2023

Notice: Functions will likely be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Mar 31, 2026

At UBC, we imagine that attracting and sustaining a various workforce is essential to the profitable pursuit of excellence in analysis, innovation, and studying for all college, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy variety to UBC as a office, and creates the mandatory circumstances for a rewarding profession. 

Job Abstract

The Examination Coordinators coordinate the method for the availability of accommodated exams for college students with disabilities on behalf of the college. This work will contain reviewing particular person scholar examination lodging as they relate to the allowances of the precise examination to make sure the coed is ready to meet the distinctive studying outcomes for every examination. The incumbent will work with the coed’s instructors and advisor to evaluate the precise allowances for every examination and coordinate sources as wanted. This could embody rooms, scholar workers, invigilation, expertise and alternate format supplies. As a result of nature of hybrid/on-line studying every evaluation for one course can range considerably from the opposite. Examination Coordinators will likely be anticipated to develop a particular examination plan for every scholar and their particular person exams. Examination Coordinators will assist and coordinate over 25,000 exams yearly. Peak examination intervals embody coordinating over 600 exams in a day and over 6000 exams in a two-week timespan.

 This place will contain working with a workforce of Examination Coordinators to make sure confidentiality, sensitivity and examination procedures are maintained for each the midterm and last exams. This place will likely be anticipated to work from 2:00pm – 10:00pm each day. Some weekend and on-call work will likely be required.

The incumbent will even recruit, schedule, prepare and handle over 85 examination invigilators. The Examination Coordinator is answerable for making certain ample scholar workers have been employed and skilled to take care of companies offered by the Centre for Accessibility concerning examination invigilation, supply and procurement. This work consists of exercising judgment in deciding on and deciphering data from the CUPE 2278 collective settlement to supervise and handle a big staffing base of CUPE 2278 members. Examination Coordinators may invigilate exams every now and then and strictly adheres to College coverage and procedures.

Organizational Standing
Reviews to certainly one of two Crew Lead – Accommodated Exams in addition to works carefully with different Senior Workers. Will talk with college students, workers, college, off campus organizations and the general public every day. Supervises scholar invigilators, examination assistants and scholar scribes. The Centre for Accessibility offers management in eliminating obstacles to full participation that college students expertise arising from disabilities.
Work Carried out

Examination facilitation and scholar administration

  • The Examination Coordinators administer the day-to-day parts of UBC’s accommodated examination program for undergraduate/graduate midterm and last exams.

  • Every day coordination of particular person examination plans for every pre-booked examination. This entails performing an in depth evaluation of every scholar’s required lodging, variety of exams per day, educational/departmental necessities and assigns examination area in accordance with established priorities. Every examination comprises a posh array of necessities particular to the coed and the course that should be thought of earlier than a reserving is finalized and scheduled.

  • Assessing particular classroom examination allowances and necessities for any conflicts with the coed’s examination lodging

  • Administering the implementation of examination allowances together with particular necessities associated to rooms, furnishings, expertise, format of examination, on-line invigilation and scholar assist (scribe, private attendant and so forth)

  • Coordinates the general workflow of the examination scheduling together with ad-hoc room reserving

  • The Examination Coordinator coordinates over 25,000 accommodated exams of which over 22,000 are supervised on the centre

  • This place will likely be required to develop a radical understanding of our on-line examination administration system. This technique is used to coordinate all points of our program together with managing bookings, lodging, examination supply and room bookings. Troubleshoots points together with Tutorial Techniques Assist, resolves scheduling system errors and communicates system points with each finish customers and technical workers.

  • Analyses, defines and interprets examination knowledge, prepares and maintains numerous statistical studies, manuals and data supplies.

Inner and Exterior stakeholder relationships

  • Maintains well timed {and professional} e mail and telephone correspondence with instructors, workers, and college students. Throughout midterms and finals, the Examination Coordinators will obtain roughly 200 emails per day, lots of that are pressing in nature.

  • Works collaboratively with numerous departments to gather knowledge and useful resource necessities. Evaluates complicated departmental necessities and huge volumes of knowledge in a extremely delicate and confidential setting.

  • Maintains a working information of laptop software program used to help within the examination taking processes (Learn & Write Gold, Jaws, Dragon, Zoomtext and Kurzweil). Understands find out how to set up/uninstall software program and offers assist for first-time software program customers throughout their exams. Coordinates with UBC IT Providers to make sure laptops are in good working order and troubleshoots any technical points.

  • Develops and delivers coaching periods to Centre workers in addition to campus companions in the usage of the net examination administration system in addition to the Accommodated Examination Centre’s pointers/processes.

Invigilator hiring, coaching and supervision

  • Coordinates the hiring, coaching and growth of over 85 graduate scholar assistants/invigilators.

  • Overseeing a big staffing base of CUPE 2278 members, deciphering data and workout routines judgement of the insurance policies provisioned by the collective settlement and an understanding of supervising in a unionized setting.

  • Collaborates with division workers to develop and implement coaching workshops and orientations. 

  • Might be answerable for the event and upkeep of a web based Canvas coaching module for brand new and returning invigilators

  • Supplies direct shift supervision for invigilators on their shift together with the check-in room, managing breaks and assignments, contacting instructors and answering questions

  • Work with Accessibility Advisors to develop and keep particular coaching round Incapacity Consciousness, De-escalation and coping with unauthorized supplies

  • Conducts well timed and acceptable in-person and onsite coaching every time period to make sure examination integrity and procedures are adopted

  • Prepare invigilators in administering complicated incapacity associated examination lodging.

  • The Examination Coordinators are answerable for growing a coaching program that features particular person instruction, workshops, shadowing/mentoring, workforce conferences in addition to mechanisms for monitoring progress and mastery of duties.

  • Schedules examination invigilators for the upcoming week in proportion to every day’s wants. Maintains a steadiness between distributing shifts equally amongst the workforce and making certain the examination program is all the time offering the very best service potential for the scholars.

  • Retains observe of hours, assures well timed entry, and ensures that hours are processed for all scholar invigilators.

  • Displays invigilator development and offers suggestions concerning the promotion of profitable invigilators to the senior invigilator designation. Supervises senior invigilators as they help with examination procurement, correspond with instructors, delegate duties and make sure the profitable administration of every day’s exams.

  • Evaluates and offers annual efficiency opinions to senior invigilators.

  • Works with the Pupil Assistant Coordinator to make sure an ample variety of scholar scribes and examination assistants have been employed, skilled and scheduled to take care of companies offered by the Centre

Reporting and steady enchancment

  • Conducts ongoing wants assessments and evaluations; works with their supervisor and different Examination Coordinators to make sure examination processes are environment friendly and efficient. Identifies and downside solves any potential complication, together with area administration within the Examination Centre.

  • Maintains information of accommodated exams offered by the Centre for finals and midterms.

  • Develops and maintains a rolling annual calendar for exams and must anticipate planning necessities of the sources out there by the Centre for Accessibility.

  • Maintains stock and dealing information/experience of technical aids and adaptive gear used for exams and trains invigilator scholar workers on the arrange and troubleshooting.

  • Prepares detailed studies on the examination lodging companies, together with statistical data, tendencies, successes and challenges for every educational yr and as required inside the time period.

Different Duties

  • Completes examination lodging bookings one on one for college students with disabilities as required, usually for brand new college students.

  • Maintains the workplace working alone coverage with their supervisor as required.

  • Performs different duties as required.

Consequence of Error/Judgement
Impression of error is appreciable, as incumbent could be coping with delicate, confidential data that should be extensively distributed. Any errors in choice may probably have operational, authorized and monetary repercussions for the college, college students, workers and division as a complete. Errors in interpretation and software of the CUPE 2278 collective settlement might lead to grievances. The person will likely be anticipated to train appreciable judgment in prioritizing and scheduling their work. Diplomacy is required in interacting with college and college students Incumbent will take care of distinctive conditions requiring sound judgement, information of and sensitivity to incapacity points. Choices require thorough information of the rules, procedures and laws and the flexibility to interpret and apply them to the work unit. All data should be correct and offered in a respectful, well timed and supportive method. Failure to offer service that meets these requirements might create hardships for college students with disabilities searching for educational lodging, compromise the connection of the Centre for Accessibility with neighborhood constituents who might expertise marginalization or drawback because of the interplay, or negatively affect the general public picture of the unit and College. 
Supervision Acquired
Works independently underneath broad supervision of one of many Crew Lead – Accommodated Exams. This place will work from 2:00 pm to 10:00 pm . The primary workplace will likely be closed as of 5:00pm. The incumbent should train initiative and sound judgement in making selections and exhibit tact in coping with shoppers, scholar assistants and College personnel.
Supervision Given
Supplies direct instruction, coaching and supervision to greater than 85 invigilators (Senior Invigilators included).
Minimal {Qualifications}
Excessive College commencement, plus two years of post-secondary schooling plus 4 years of associated expertise, or an equal mixture of schooling and expertise.
– Willingness to respect numerous views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, information, and expertise associated to fairness, variety, and inclusion

Most popular {Qualifications}

  • Expertise working in a college educational setting particularly with assessments and examination lodging.

  • Information of the CUPE 2278 collective settlement is most well-liked, expertise in supervising in a unionized setting, expertise supervising unionized workers

  • Expertise working with folks with disabilities an asset.

  • Laptop expertise required (Phrase, Excel most well-liked).

  • Confirmed potential to prioritize work and to fulfill deadlines.

  • Efficient oral and written communication, interpersonal, public service and organizational expertise.

  • Capacity to train tact and discretion when dealing with delicate and/or confidential issues.

  • Demonstrable expertise in sustaining correct information and a focus to element.

  • Confirmed expertise utilizing phrase processing, spreadsheet, database, web and piece of email functions at an intermediate degree.

  • Confirmed potential to compose correspondence and studies utilizing clear, concise enterprise English.

  • Confirmed expertise working each independently and inside a workforce setting.

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