Assessment Services Coordinator

Position Information

Posting Number 02431SA Location New Westminster/Coquitlam Campus Grade or Pay Level S - Pay Level 14 Salary Range $56,671 annually (with wage increments to a max of $63,636 annually). Salary and wage increments are in accordance with the Collective Agreement. Position Type Support Staff - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 02/03/2025 End Date Day of the Week Mondays to Fridays Shift N/A Work Arrangements

This regular, full-time (70 hours bi-weekly) position is available starting February 3, 2025. Regular hours of work are currently scheduled as:

Shift days and times may change depending on the Department's needs. Evening shifts will be required. Work is required at both the Coquitlam & New Westminster campuses. Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered.

What Douglas Offers

We offer the opportunity to do what you do best in an inclusive, collaborative and collegial environment. At Douglas, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth, and development, as well as a safe and respectful workplace.

For more benefits information, click here !

The Role

The Assessment Services Coordinator is responsible for the overall coordination of Assessment Services within Enrolment Services. Responsibilities include: liaising with faculty to establish assessment testing requirements, content, benchmarks, and advise; building assessment test instructions, questions, and scoring in assessment testing software applications; building and managing assessment testing schedules; invigilating and marking student exams; providing student advice; maintaining exam integrity and security; reviewing and updating unit information/guidance for students on the web; supervising Assessment Services auxiliary and student staff; leading projects; providing guidance and training to other areas of Enrolment Services, Student Services and appropriate discipline areas; and providing assessment results advice and information to students.

Responsibilities

1. Coordinate Assessment tests and services

a. Liaises with faculty to establish assessment test requirements, content and benchmark scores;

b. Identified as the knowledge expert within the department with respect to assessment software (e.g. Accuplacer and Blackboard);

c. Builds assessment content within the assessment testing software applications, ensuring exam integrity and security are maintained for in person and online delivery of assessment tests;

d. Timetables assessment offerings using college-wide course and exam timetabling procedures;

e. Reviews and analyzes student data to forecast demand for individual assessment tests to prepare annual timetable;

f. Monitors assessment registration and adjusts schedule to meet changing student demand to support admission and registration for prospective and current students;

g. Books College classrooms and computer labs; and determines lab-imaging requirements;

h. In collaboration with Student Affairs and Services, coordinates setup of Testing Centre equipment and space allocation for Assessment and Accessibility Service exams, including equipment set up for alternative format use with adaptive technology;

i. Coordinates invigilation services for external college, agencies and students;

j Researches, investigates, and recommends various assessment technologies or software to the College for purchase and implementation.

2. Invigilate assessment services and other exams

a. Ensures in-person classrooms, computer labs, and online (e.g. Zoom) sessions are set-up properly for assessment tests, students registered with Accessibility Services and other internal/external exams;

b. Provides oral and written guidance and instruction to student on exam requirements and procedures;

c. Maintains security and integrity of test materials;

d. Ensures academic integrity is upheld through invigilation and close monitoring of students;

e. Marks standardized tests and non-standardized tests;

f. Provides test results and advise to students in person, by mail, or electronically;

g. Records test results in the student information system (e.g. Banner);

h. Invigilates exam accommodations for students registered with Accessibility Services as outlined by Learning Specialists in the Exam Accommodation Contract for students;

i. Ensures security of students locked personal belongings during exams in the Testing Centre;

j. Conducts invigilation services for external college, agencies and students;

k. Collects and deposits testing fees for external invigilation services (i.e. typing and external exams).

3. Assessment Advising and Training

a. Provides individual student advising of assessment testing outcome and options following each assessment test;

b. Maintains assessment service information on College website;

c. Provides training and guidance to other units and departments on assessment testing policies and procedures, registration and prerequisites, test preparation, and test outcome advise;

d. Assists other units and students with identifying appropriate assessment services, and make referrals to other college programs and services;

e. Trains proctors, advisors and assessors in accordance with provincial standards;

f. Leads assessment services training and development within and outside the unit. Builds and presents staff training programs, including providing the initial in-depth orientation and ensuring the provision of both initial and ongoing appropriate training in software applications, policies and procedures, and student advising;

g. Acts as a resource person for external groups such as secondary school counselors, community agencies and other institutions as appropriate.

4. Administration and Operations

a. Leads projects within the Assessment Services unit;

b. Communicates with the other areas of the College regarding program, procedure, or requirement changes as it pertains to assessment services;

c. Collaborates with faculty and other departments to set up assessment and course placement processes and procedures;

d. Monitors and tests components of the student information system; reports problems to CEIT; suggests improvements and implements procedural changes;

e. Maintains an inventory of supplies and order testing material from outside sources;

f. Reviews College policies and procedures that pertain to Assessment Services and develops or suggests improvements;

g. Develops and recommends unit budgets and business plans to the Associate Registrar;

h. Establishes and maintains computer records systems to prepare reports, correspondence and statistical data as required;

i. Tracks College's inventory of testing units, and make purchase requests for additional testing units when needed;

j. Acts as a portfolio development advisor for licensed assessments;

k. Maintains and updates procedures manuals and information;

l. Ensures confidentiality and integrity of student information in compliance with the FIPPA regulations.

5. Supervise Auxiliary and student staff

a. Supervises and leads auxiliary and student staff including job postings, interview and selection, work schedules, and performance evaluations;

b. Develops work schedules for Assessment Services team including which campus staff report to each day based on testing schedule;

c. Responsible for performance evaluations for auxiliary and student staff in the unit;

d. Resolves conflict with customers, prospective students, and other community members within the Assessment Services area, including difficult customers or situations referred to the Assessment Services unit from other units such as Enrolment Services Advisors, Student Success Advisors, faculty and staff;

e. Monitors and signs off on timesheets for Assessment Services auxiliary and student staff;

f. Identifies peak periods for the Unit and schedules appropriate coverage utilizing other staff within the Enrolment Services and/or Auxiliary staffing.

6. Other related duties

a. Assists with events such as graduation, orientation and other events;

b. Represents the Unit on Enrolment Services planning committees;

c. Represents the Unit in on College wide committees.

To Be Successful in this Role You Will Need

1. Bachelor's degree in a relevant field from a recognized post-secondary institution and 3 to 5 years related work experience or a combination of education and experience, including previous experience in invigilating exams, providing instruction and advice to students, and supervising staff.

2. Minimum of 4 years of direct experience in service-centered, preferably in a post-secondary environment. A proven ability to provide exceptional front- line service in a fast-paced environment is required.

3. Experience with interpreting, applying and advising on policies and procedures.

4. Sound and current knowledge on best practices in enrolment or registrar services or comparable work experience.

5. Must be able to pass and maintain proctor and test administration certification (eg Accuplacer)

6. Ability to provide effective and appropriate guidance and counsel.

7. Proficiency with standard office software required.

8. Comfortable with evolving technology and processes.

9. Strong team player and adaptable to changing information.

10. Experience using a Student Information System or other enterprise database solutions/customer relationship management systems, and Learning Management software to develop course templates and tests.

11. A skilled listener, with the ability to identify, respond and handle confidential and/or sensitive issues and/or material with empathy, diplomacy and discretion.

12. Must be resourceful and able to analyze problems, identify key information and issues and develop effective solutions.

13. Ability to independently exercise judgment to make decisions on matters of varying complexity.

14. Proven ability to use an inclusive approach to develop and cultivate relationships with students, faculty, staff and members of the external community.

15. Excellent interpersonal, communication and presentation skills required.

16. Ability to multi-task, apply organizational skills to meet deadlines.

17. Demonstrated accuracy and attention to detail.

18. Ability to collaborate and share expertise within a team environment.

19. Enthusiasm and capacity for continuous learning and development.

20. Experience working with different cultures.

21. The position requires interacting with people directly for long periods of time. The ideal candidate will enjoy and have strong communication skills in interacting with all types of customers through face to face, and verbal/written communication.

Link to Full Position Profile Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.

Needs a Criminal Records Check No

Posting Detail Information

Close Date 12/12/2024 Open Until Filled No Special Instructions to Applicant

Interested applicants must submit their application and all required documents online on the Douglas College Career Site www. douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by December 13, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Quick Link for Direct Access to Posting https: // www. douglascollegecareers.ca/postings/13253

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