Cbtf Administrative Coordinator

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Please submit both a cover letter and resume as part of your application.

Job Summary

The CBTF Administrative Coordinator is responsible for coordinating the day-to-day operations of the Computer-Based Testing Facility (CBTF), ensuring efficient testing processes and maintaining high service standards. This role includes coordinating the recruitment, onboarding, and training of CBTF staff, as well as scheduling and resource allocation to meet operational needs. The CBTF Administrative Coordinator supports the CBTF Director in developing and implementing new policies, addressing misconduct concerns, and exploring opportunities for expansion. Additionally, they will monitor operational data, track trends, and support continuous process improvements within the CBTF.

Occasional weekend or evening work may be required.

Organizational Status
The CBTF Administrative Coordinator will report directly to the CS Lead Course Coordinator. They will receive work direction from the CBTF Director, and will be expected to work in collaboration with faculty, staff and students from various departments and units within the University.

Work Performed

CBTF Operations (60%)

• Responsible for recruiting undergraduate/graduate student Teaching Assistants (TAs) as CBTF invigilators and facilitates their training using available resources; ensures new staff are effectively integrated into the team and trained on CBTF procedures.

• Coordinate and schedule CBTF staff to sessions to maintain CBTF standards.

• Provides timely, professional responses to inquiries from students, faculty, and staff, ensuring accurate information is delivered in a consistent and clear manner.

• Assess weekly testing demand and adjust operational hours as needed to maintain CBTF standards.

• Issues invoices to participating units, ensuring proper oversight and follow-up on payments, in close collaboration with the CS Finance team and units that book the space.

• Participate in reviewing Fee-for-Services (FFS) model and recommend updates or changes as needed.

• Provides input to the CBTF Director on quality assurance practices and coordinate the evaluation processes of CBTF proctoring staff.

• Oversees the efficient use of consumables, ensuring all resources are stocked and available for use. Monitors inventory levels and reorders supplies as necessary.

• Coordinates the CBTF Intake Survey, ensuring accurate collection and organization of data from faculty members requesting CBTF services.

• Schedules CBTF assessment sessions to meet assessment demand.

• Coordinates scheduling requests, add assessment sessions, and recruits additional proctors for extra security during final exam periods.

• Addresses missed reservations and adjusts exam windows in accordance with instructor requests and CBTF availability.

• Provides guidance and support to invigilators and instructors in handling academic and non-academic misconduct within the CBTF. Triage reports based on severity or breach. Reports to the instructor, facilitates meetings between instructor and the student.

• Serve as the primary point of contact for troubleshooting any issues that may arise, escalating to the appropriate contacts such as the CS Help Desk or Building Operations.

CBTF Development, Planning, and Expansion (25%)

• Responsible for filming training videos, including demonstrating procedures and providing general information to support the training process. Ensures that the content is clear, accurate and effectively communicates the intended message.

• In collaboration with the CBTF Director, contributes to the review and refinement of program policies, protocols, and assessment practices to support the smooth operations of the CBTF.

• Works with the Centre for Accessibility (CfA) and course staff to ensure that student testing accommodations are met.

• Assists new instructors and programs by providing detailed, step-by-step guidance on setting up pilot projects within the CBTF. This includes helping instructors understand the program's framework, explaining the procedures involved, and answering any initial questions. Supports the instructors by ensuring they have the necessary resources to being the pilot and addresses any issues that may arise during the early stages of implementation.

• Collaborates with course instructors and Course Coordinators to handle non-standard requests or feedback.

• Sources potential spaces on campus for CBTF use, including assessing factors such as room size, availability of necessary equipment and technology, and location to determine feasibility for expansion options like mobile or pop-up CBTF rooms.

• Under the guidance of the CBTF Director, assists in drafting and implementing new CBTF policies to adapt to student needs based on behaviour trends.

• Identifies student support needs and communicates information to course staff.

Data Collection and Reporting (10%)

• Tracks and reports expenses for resources and operational needs required for the administration of the CBTF.

• Monitors and analyzes trends in academic integrity violations within the CBTF, compiling data to identify patterns or recurring issues. Provides feedback for improving CBTF policies and procedures, ensuring they support operational efficiency and align with best practices.

• Drafts, edits and publishes CBTF documentation for internal and external audiences (brochures, posters, monthly newsletters, infographics, websites, social media accounts, etc.).

Other duties as assigned (5%)

Performs other duties related to the position and consistent with scope and classification level of position.

Consequence of Error/Judgement
Errors or poor judgment in this role can lead to significant operational disruptions, damage to academic integrity, and negative impacts on the reputation of the CBTF and the University. Mistakes in decision-making, resource allocation, or handling of sensitive situations may result in inefficiencies, student dissatisfaction, or failure to meet regulatory and procedural standards. The role requires a high degree of responsibility, as errors can affect the smooth operation of testing processes and the quality of service provided to faculty and students.

Supervision Received
Work is performed with independence under broad supervision from the CS Lead Course Coordinator. The role requires exercising judgment and initiative, and consults the CBTF Director for complex or strategic issues.

Supervision Given
Oversees the work of students.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

A Bachelor's degree in a relevant field such as Education, Administration, or Technology, Management, or an equivalent combination of education and experience.

Experience in supervising and coordinating staff, including training, scheduling, and performance management.

Experience providing first level technical support is required.

Strong organizational and time management skills to effectively manage multiple tasks and deadlines.

Analytical skills for assessing operational trends and making data-driven recommendations for improvement.

Excellent communication skills, both written and verbal, to interact with faculty, staff, and students in a professional and clear business English.

Ability to work both independently and as part of a collaborative team.

A detail-oriented approach, with the ability to spot issues and make corrections before they escalate.