Morning Exam Coordinator

University of British Columbia

Workers – Union

Job Class
CUPE 2950

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

Job Title
Morning Examination Coordinator

Examination Coordination Program Assist Centre for Accessibility Scholar Affairs VP College students

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

Posting Finish Date
September 21, 2023

Be aware: Purposes will probably 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 vital to the profitable pursuit of excellence in analysis, innovation, and studying for all school, 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 required 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 embrace rooms, scholar workers, invigilation, know-how and alternate format supplies. Because of the nature of hybrid/on-line studying every evaluation for one course can differ considerably from the opposite. Examination Coordinators will probably be anticipated to develop a particular examination plan for every scholar and their particular person exams. Examination Coordinators will help and coordinate over 25,000 exams yearly. Peak examination intervals embrace coordinating over 600 exams in a day and over 6000 exams in a two-week timespan.

 This place will contain working with a staff of Examination Coordinators to make sure confidentiality, sensitivity and examination procedures are maintained for each the midterm and ultimate exams. This place will probably be anticipated to work from 7:00am-3:00pm day by day. Some weekend and on-call work will probably be required.

The incumbent may even recruit, schedule, prepare and handle over 85 examination invigilators. The Examination Coordinator is accountable for making certain enough scholar workers have been employed and skilled to keep up companies supplied by the Centre for Accessibility concerning examination invigilation, supply and procurement. This work consists of exercising judgment in choosing and decoding data from the CUPE 2278 collective settlement to supervise and handle a big staffing base of CUPE 2278 members. Examination Coordinators may additionally invigilate exams now and again and strictly adheres to College coverage and procedures.

Organizational Standing
Experiences to one in all two Crew Lead – Accommodated Exams in addition to works carefully with different Senior Workers. Will talk with college students, workers, school, off campus organizations and the general public each day. Supervises scholar invigilators, examination assistants and scholar scribes. The Centre for Accessibility gives management in eliminating limitations 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 components of UBC’s accommodated examination program for undergraduate/graduate midterm and ultimate exams.

  • Day by day coordination of particular person examination plans for every pre-booked examination. This includes performing an in depth evaluation of every scholar’s required lodging, variety of exams per day, tutorial/departmental necessities and assigns examination house in accordance with established priorities. Every examination accommodates a fancy array of necessities particular to the coed and the course that have to 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, know-how, format of examination, on-line invigilation and scholar help (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 probably be required to develop a radical understanding of our on-line examination administration system. This technique is used to coordinate all features of our program together with managing bookings, lodging, examination supply and room bookings. Troubleshoots points together with Educational Techniques Assist, resolves scheduling system errors and communicates system points with each finish customers and technical workers.

  • Analyses, defines and interprets examination information, prepares and maintains varied statistical stories, manuals and data supplies.

Inside 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, a lot of that are pressing in nature.

  • Works collaboratively with varied departments to gather information and useful resource necessities. Evaluates advanced departmental necessities and huge volumes of knowledge in a extremely delicate and confidential surroundings.

  • 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 how one can set up/uninstall software program and gives help for first-time software program customers throughout their exams. Coordinates with UBC IT Companies 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, decoding 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. 

  • Can be accountable 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 applicable in-person and onsite coaching every time period to make sure examination integrity and procedures are adopted

  • Prepare invigilators in administering advanced incapacity associated examination lodging.

  • The Examination Coordinators are accountable for growing a coaching program that features particular person instruction, workshops, shadowing/mentoring, staff 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 staff and making certain the examination program is at all times offering the most effective service attainable for the scholars.

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

  • Screens invigilator development and gives 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 gives annual efficiency critiques to senior invigilators.

  • Works with the Scholar Assistant Coordinator to make sure an enough variety of scholar scribes and examination assistants have been employed, skilled and scheduled to keep up companies supplied 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 drawback solves any potential complication, together with house administration within the Examination Centre.

  • Maintains data of accommodated exams supplied via the Centre for finals and midterms.

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

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

  • Prepares detailed stories on the examination lodging companies, together with statistical data, tendencies, successes and challenges for every tutorial 12 months and as required throughout 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
Influence of error is appreciable, as incumbent could be coping with delicate, confidential data that have to be extensively distributed. Any errors in resolution may probably have operational, authorized and monetary repercussions for the college, college students, workers and division as an entire. Errors in interpretation and software of the CUPE 2278 collective settlement might lead to grievances. The person will probably be anticipated to train appreciable judgment in prioritizing and scheduling their work.

Diplomacy is required in interacting with school and college students Incumbent will cope with distinctive conditions requiring sound judgement, information of and sensitivity to incapacity points. Selections require thorough information of the rules, procedures and laws and the power to interpret and apply them to the work unit. All data have to be correct and supplied in a respectful, well timed and supportive manner. Failure to supply service that meets these requirements might create hardships for college students with disabilities looking for tutorial lodging, compromise the connection of the Centre for Accessibility with neighborhood constituents who might expertise marginalization or drawback because of the interplay, or negatively influence the general public picture of the unit and College. 
Supervision Obtained
Works independently underneath broad supervision of one of many Crew Lead – Accommodated Exams. This place will work from 7:00am to three:00pm. The principle workplace will probably be closed as of 5:00pm. The incumbent should train initiative and sound judgement in making choices and display 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 Faculty 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 various 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 tutorial surroundings particularly with assessments and examination lodging.

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

  • Expertise working with individuals with disabilities an asset.

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

  • Confirmed capability to prioritize work and to fulfill deadlines.

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

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

  • Demonstrable expertise in sustaining correct data and a spotlight to element.

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

  • Confirmed capability to compose correspondence and stories utilizing clear, concise enterprise English.

  • Confirmed expertise working each independently and inside a staff surroundings.

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