ESL Academy Program and Test Center Coordinator

Academic Services Professional (Intermediate Level)

ESL Academy Program and Test Center Coordinator

College of Liberal Arts and Sciences – ESL Academy

Position # 00759835

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado Denver is a public research university serving more than 18,000 students. We award nearly 4,000 degrees each year, including more graduate and professional degrees than any other Colorado institution. With our solid academic reputation, award-winning faculty and renowned researchers, we offer more than 140 highly rated degree programs through 13 schools and colleges. The university receives over $400 million in research awards each year.

In addition to the wide array of health-related programs and facilities offered at CU Anschutz in Aurora, Colo. a significant number of undergraduate and graduate degree programs are taught at CU Denver, our comprehensive campus in the heart of downtown Denver—one of America’s most vibrant urban centers. CU Denver is located steps from the Denver Center for Performing Arts and the LoDo District affording our students, faculty and staff access to a broad array of academic, professional, community, recreational and cultural outlets.

The Department of English with the ESL Academy has an opening for a full-time University Staff (unclassified) Academic Services Professional Intermediate Professional position.

As the Dual Program Coordinator for the ESL Academy and the IELTS Testing Center, the incumbent is responsible for coordinating and supporting all non-academic day-to-day operations of the ESL Academy and is charged with management of a computer delivered IELTS (CDI) test center supporting CDI and other IELTS operations. 

The Dual Program coordinator functions as a first point of contact for the public, answers general program questions and provides information and assistance to students, teachers, and prospective students. This person will be tasked with student advising, coordinating courses and events, and general office management. This position may also be tasked with other special projects as needed. 

The International English Testing System (IELTS) Test Center Coordinator

The Test Center Coordinator helps to coordinate the cross-functional team to ensure that IELTS testing is carried out in a manner that above all preserves the security and integrity of both the IELTS program and the ESL Academy at the University of Colorado Denver. This testing center and the center team will provide a combination of functions: test administration, customer service, and test score report processing. 

Dual Coordinator Roles and Responsibilities:

Human Resources and Office Administration

• Act as department Commercial Cardholder, keep detailed purchasing records, and submit monthly purchasing reports.
•  Coordinate building and facilities maintenance requests, order office supplies, manage termly calendar invites, maintain meeting minutes and an updated an updated staff contact list.
• Oversees student employees and additional external conversation partners.
• Provide timely responses to all candidate emails and calls and support other staff where applicable in managing communications.
• Responsible for satisfactory and timely resolution of complex/escalated customer (internal or external) complaints and issues.
• Coordinate messaging and content templates as needed, to ensure appropriate tone, clarity, branding of outward facing messages.

ESL Academy Program Specific Roles and Responsibilities:

Daily Operations

•  Assists in the development and implementation of new and revised ESL Academy policies and procedures.
•  Provide independent guidance and advising services to prospective students, applicants, and enrolled students interested in the ESL Program.
• Coordinate with instructors and TAs to monitor and report student attendance.
• Develop and organize a social activity and extracurricular calendar and program for the ESL Academy on a termly basis.
• Schedule the New ESL Student Orientation Program for each of the five 8-week terms each year.
• Coordinate and schedule course locations, including building and room selections, in collaboration with appropriate university departments.
• Collaborate with Program Manager and other university departments in maintenance of student records in university systems.
• Create and send probation letters, when applicable. 
• Collaborate with appropriate departments to maintain and check out ESL Academy technology.
• As needed, manages special projects as assigned by the Academic Services Manager and/or Academic Director, requiring independent discretion, decision-making, and judgment.
• As needed, conduct intake and initial processing of all student applications for admission to the ESL Academy.
• As needed, assist with online recruitment initiatives and social media outreach.

IELTS Test Center coordinator Roles and Responsibilities: 

Daily Operations 

• Ensure the smooth operation of the IELTS business taking place in the center
•   Implement and use a range of standardized, operational procedures and systems to:
  • plan and coordinate effective, timely and cost-effective logistical support to enable the delivery of high-quality services.
  • process candidate registrations.
  • plan for pre-, during- and post-test day activities.
• Lead staff recruitment, training, and liaise with HR professionals to ensure required processes are completed for each IELTS staff member.
• Conduct training on an ongoing and regular basis in compliance with regulations relating to product policy & delivery, security & investigations, test privacy.
• Oversee records maintenance such as training and other records, assuring their readiness to be reviewed by Auditors.
• Manages day-to-day and test day performance of Test Center Team to ensure high quality service delivery is always maintained.

Testing and Center Security

•   Responsible management of all IELTS systems and future procedures and systems.
•   Timely and accurate reporting of all test day incidents or malpractice and/or security incidents to IELTS USA within 24 hours of test day.
• Order materials (electronic and paper) from Cambridge Assessment English; ensure their secure storage.
• Keep accurate records on approved forms of all IELTS material including live test material, administrative material, and candidate test material.
•   Maintain test security and financial protocols, ensure all IELTS anti-fraud measures are followed.
• Observe at least 1 computer-delivered test center audit/year; use audit and administration expertise to shape training plans and materials on an ongoing basis with IELTS USA.
• Coordinate with IELTS US to conduct monthly and year-end analysis and reporting on income and expenditure.
• Coordinate monthly candidature reconciliations with IELTS USA.

Salary and Benefits:

 The hiring salary for this position has been established at $50,000.

This position is not eligible for overtime compensation.

The University of Colorado offers a full benefits package.  Information on University benefits programs, including eligibility, is located at https://www.cu.edu/employee-services . 

The University of Colorado Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees. 

The University of Colorado Denver Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

Minimum Qualifications: 

• A bachelor’s degree in education, information technology, TESOL, English, Communications, Business, International Relations, Student Affairs, or a related field from an accredited institution.
• At least one (1) year of professional level experience related to coordinating or managing an educational office or department [ .

Preferred Qualifications

• At least one (1) year of experience working in a professional business environment, including program and event planning.
• Professional experience working with international students.
• Professional experience using social media for business purposes.
• Experience as IELTS/TOEFL examiner with international student engagement expertise.
• Experience using integrated student information systems (CU-SIS/People Soft) and application software (e.g., Slate) in educational settings. 

Conditions of Employment:

PLEASE NOTE That establishment of an authorized IELTS test center at UC Denver requires formal approval following an intensive application and inspection process conducted by the IELTS partners. While plans are under development, there is no guarantee a proposed on-campus test center will be launched. Therefore, this role is contingent on successful launching of an accredited IELTS test location at the University of Colorado Denver. In the event approval is not attained, this prospective job would be limited to ESL Program Coordination. 

• Candidates should be willing to work in person in an office setting.
• Employee must have the ability to work most Saturdays, with the flexibility of taking other weekdays off as needed and in consultation with the Director and Program Manager.
• Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Competencies

• Ability to troubleshoot hardware and software issues and escalate as needed.
• Demonstrated information technology literacy including Microsoft Office Suite.
• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Strong interpersonal, listening, and teamwork skills.
• Ability to prioritize tasks and manage time.
• Demonstrate a commitment to providing outstanding customer service skills Excellent problem resolution skills.
• Demonstrated commitment and leadership ability to advance diversity and inclusion.
• Attention to detail and data integrity.
• Demonstrate an understanding of diversity, equity, and inclusion with a commitment to developing equitable practices.