Exam Room Officer

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Job Number:  J0323-0300

Job Title:  Exam Room Officer

Job Type:  Continuing Full Time

Department:  Scheduling & Examination Services

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  17/03/2023

Closing Date (dd/mm/yyyy):  27/03/2023

Salary (with Salary Rate):  79,157.00 - 86,650.00/Year

Employee Group:  CUPE 2424

Salary Level:  10PE

Hours Per Week:  35

Date Position Available:  10/04/2023

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Reporting to the Associate Registrar, Scheduling & Systems, the Exam Room Officer is responsible for the on-going development, coordination, implementation and day-to-day operation of the McIntyre Exam Centre.

There are two physical locations for this service. The McIntyre Exam Centre is designed to provide services for both students and faculty at Carleton University in order to meet a variety of accommodation needs during scheduled tests and exams. This includes and is not limited to in-class tests, midterms and formally scheduled examinations. The incumbent ensures appropriate and timely test/exam accommodation for students with disabilities while ensuring academic integrity in accordance with University policies and procedures.

The Centre provides various adaptive technologies to assist with the technical needs of students, including JAWS, Dragon Naturally Speaking, and others. With 41 workstations in Unicentre and 33 workstations in Paterson Hall, the incumbent is responsible for supporting the ongoing technical and functional development of the software systems that support the Centre.

Moreover, one of the systems supported and supervised by the Exam Room Officer is the exam upload tool. This system is high profile in that all exams, not only accommodated exams, are uploaded through this channel. Process and procedure, communication, validation of data submitted; as well as security, are critical. Advanced technical skill and demonstrated expertise in database management are required.

Recruits, hires, trains, supervise and schedule the part-time casual staff and proctors. Approximately one hundred proctors are presently in the staffing pool. Train and supervise the Exam Room Coordinator and the Exam Room Technologist. As an officer, responsibilities include coordination of work, team development, work load assignment, and conflict resolution to ensure the efficient delivery of service to clients.

Incumbent plays a pivotal role in the students’ experience in the McIntyre Exam Centre. Excellent interpersonal and communication skills are vital to the operation. Communication with students with disabilities may require significant ability to overcome communication barriers presented as a result of students’ disabilities, including but not limited to Deaf clients, students with limited speech capabilities and physical and psychological symptoms that might otherwise impede communication. As the accommodation issues presented in the academic climate for students with disabilities are not predictable, the Exam Room Officer will have to use considerable judgment, intuition and expertise in the conduct of duties.

The incumbent requires strong process management skills to ensure the smooth functioning of the centre as well as conflict resolution skills to address any issues that may surface.

The incumbent must possess the following qualifications:
• The work requires a good knowledge of modern office/business practice and technology, a general knowledge of university organization and procedures and a thorough knowledge of examination regulations and procedures.
• The core service aspect of MEC requires knowledge of a variety of accommodation circumstances, and the personal suitability to provide an environment that meets the needs for students, while also protecting academic integrity of the examination condition.
• Requires the ability to work with minimum supervision as MEC is in a different location than Scheduling and Examination Services.
• Tact and discretion in dealing with people who find themselves in highly charged situations is also required.
• The ability to assist with the technical needs of students who access a variety of adaptive software systems, including JAWS, Dragon Actually Speaking, and others.
• Familiarity with Banner, registrarial functions and academic department functions would be assets.
• High level of troubleshooting is required on a daily basis for this position. Creativity and strong problem solving are required in order to find workable solutions.
• The work requires experience working with databases and manipulating data from various sources.
• Exceptional organizational skills.
• Strong business process management skills, ability to measure performance and analyse key processes to ensure quality of service.
• Supervisory experience and ability to lead and motivate a team.
• Accountability and judgment.
• Ability to maintain and develop positive working relationships with others and resolve misunderstanding or conflict.
• Strong interpersonal and communication skills, both written and verbal.

The above is normally acquired through the completion of:
• Completion of Undergraduate Honors Degree (in either business or a technology-related field)
• Completion of Conflict Resolution Certificate or equivalent
• Completion of Process Management Certificate or equivalent
• Eight years of progressively responsible administrative experience at a university including experience in working in local area network and mainframe computing environments, proven ability to effectively use software packages such as Word, Excel and PowerPoint, and a very strong knowledge of the construction and use of databases.
• Well versed in how to extract data, analyze and provide statistical reports in order to measure and formulate process.
• Technology used in exam accommodations (Clockwork, Banner, Ventus, Adaptive Technology such as Dragon, JAWS).
• 1-3 years of supervisory experience with the capacity to motivate and lead teams.
• Experience with exam accommodation and students with disabilities would be an asset.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is regularly required to work on campus. Due to the ongoing dynamic nature of Covid-19, you may be required to work temporarily remotely due to public health requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all directives to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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