Exam Support Assistant

Please note that this is a Term Full Time position.

Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term Assignment, and the successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J0822-0186

Job Title:  Exam Support Assistant

Job Type:  Term Full Time

Department:  Scheduling & Examination Services

Job Category:  Administrative

Number of Positions:  4

Date Posted (dd/mm/yyyy):  12/08/2022

Closing Date (dd/mm/yyyy):  21/08/2022

Salary (with Salary Rate):  53,769.00 - 58,682.00/Year

Assignment Duration From:  06/09/2022

Assignment Duration To:  28/04/2023

Employee Group:  CUPE 2424

Salary Level:  6PE

Hours Per Week:  35

Date Position Available:  06/09/2022

Carleton is a smart, caring and connected community that inspires and empowers individuals to become change leaders who drive impact in the world. Carleton's faculty and staff strive to provide a superior learning experience for our learners who hail from every province and from over 100 countries around the world. Situated on a beautiful campus bordered by the Rideau River and Canal, Carleton is just minutes from the heart of our nation's government and enjoys easy access to the many organizations, associations and businesses which thrive in Ottawa.

Reporting to the Examinations Technologist, the Exam Support Assistant position works within the larger examinations ecosystem to support the daily operation of in-person and online examinations. Examinations can often be a busy time for course instructors, and a stressful time for students, Scheduling and Examination Services provides the infrastructure to ensure there are no disruptions to this academic activity through a comprehensive support model.

The incumbent assists with in-person examinations through both administrative and support tasks. This can include: verifying bookings, answering general questions about the service from course instructors and students, assisting with tracking, delivery and pick-up of completed paper examinations. They may need to reproduce a paper exam, create a spreadsheet for a given exam timeslot, or assist and proctor on exam day. The Exam Support Assistant will be well versed in examination regulations, technologies used, and the practices employed that guide the operation overall. They update practices used within the departmental knowledge base to ensure consistency of information across teams. In addition to the support for in person assessments, this role also supports examinations on a digital platform. Knowledge of the learning management system, e-Proctoring applications (both live and automated), and our ticketing system that record service requests are key components to supporting the examination environment. Compile data analytics, from the ticketing system, to determine if any amendments are needed to the support structure.

Supporting this environment requires the personal suitability to remain calm in highly charged situations. The ability to assess a problem, consider solutions, and determine whether further expertise on the team is required is critical. Teamwork is vital to tying in all the various services, and working collectively to ensure students have a seamless exam experience.

The Exam Support Assistant position performs other duties as assigned.

The incumbent must possess the following qualifications:
• The work requires excellent knowledge of modern office/business practice and technology, 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.
• It requires the ability to work with minimum supervision.
• Tact and discretion in dealing with people who find themselves in highly charged situations is required.
• Ensure site compliance with Carleton’s Occupational Health & Safety Policy, and appropriate treatment of clients in respect to their accommodation needs as documented by the Paul Menton Centre, or Equity Services.
• Knowledge of the Accessibility for Ontarians with Disabilities Act (AODA).
• Knowledge of Human Rights Legislation.
• Knowledge of Freedom of Information and Protection of Privacy Act.
• Knowledge of issues relating to students at risk.
• Discretion is required as the incumbent is working with confidential information about students’ disabilities.
• The ability to assist with the technical needs of students who access a variety of adaptive software systems, including JAWS, Kurzweil, Read & Write, Dragon Naturally Speaking, and others.
• Familiarity with Banner and academic department functions would be assets.
• Good working knowledge of the learning management system.
• Experience working with spreadsheets and manipulating/interpreting data from various sources.
• Must have excellent organization skills.
• The incumbent must have excellent problem-solving skills and creativity.
• Ability to work successfully in a team environment.
• Flexible and adaptable as we help support two unique workflows (i.e., face-to-face exams and digital).
• Must take a provided training on Mental Health First Aid.
• Must take a provided training on Safety Assist Training.
• Must maintain and have excellent customer service skills.

The above is normally acquired through the completion of:
• Completion of a three year undergraduate degree or college program in the field of business, or technology.
• Two years of progressively responsible administrative experience at a university or college including, experience in working in a local area network, proven ability to effectively and efficiently use software packages such as Word, Excel and Outlook to coordinate workload.
• Working knowledge of Banner and learning management system platforms.
• Solid understanding of database management.
• The technology used in examinations (Clockwork, Ventus, adaptive technology such as Dragon, Kurzweil, JAWS, and Read & Write), and experience working with students with disabilities.
• Supports online exams, including expertise in troubleshooting hardware and software issues.

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 required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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