Coordinator, Exam Planning

Skilled Trades Ontario / Métiers spécialisés Ontario; Mississauga; On-site; CAD 58,000 - 73,000; Full time

Benefits offered by this job

Work-life balance

Health and dental benefits

EAP through TELUS Health with employee

Job summary

Skilled Trades Ontario (STO) is seeking a Coordinator, Exam Planning to oversee end-to-end exam administration from planning sessions to on-site delivery. You will manage candidate intake, accessibility and bilingual requirements, and ensure accurate results processing and record maintenance.

The role emphasizes data-driven process improvements, audit readiness, and strong stakeholder engagement in a regulatory setting.

Qualifications

• 2–5 years of experience in exam coordination, candidate services, or results processing in a regulatory or educational setting.
• Demonstrated experience in managing candidate intake, scheduling, accommodations, and record maintenance.
• Proven ability to deliver excellent customer service and support.
• Experience with data reconciliation, analysis, and reporting.

Responsibilities

• Plan and coordinate exam sessions including site accreditation, venue booking, and schedule publication.
• Allocate invigilators and manage contingency planning for exam sessions.
• Forecast exam demand based on training schedules and candidate volumes.
• Coordinate accommodation requests and ensure compliance with accessibility and bilingual standards.
• Support on-site exam assessments and invigilation activities.
• Manage candidate intake including eligibility verification, prerequisite checks, and fee confirmation.
• Prepare and issue Authorizations to Test, candidate notifications, and exam event details.
• Provide candidate-facing communications, FAQs, and live support desk services.
• Reconcile attendance lists with exam submissions and identify anomalies.
• Process exam results via Scantron or digital feeds, ensuring accuracy and completeness.
• Publish results in STO systems and coordinate candidate notifications.
• Update apprentice files with certifications, Certificates of Qualification, and Red Seal endorsements.

Skills

Organizational skills

Analytical thinking

Attention to detail

Communication

Technical proficiency

Training and coaching

Education

University degree or college diploma

Tools

ICEMS

AMANDA

Scantron

Job description

Position Title: Coordinator, Exam Planning

Position Type: Regular/Full-Time – OPSEU represented

Location: Mississauga, ON

Job Band: 6

Salary Range: $30.75 to $38.99/hour

Hours of Work: 36.25 hours/week

Reporting to: Manager, Exam Administrator

This posting is applicable to: Internal/External Applicants

Skilled Trades Ontario (STO) is a Crown agency responsible for skilled trades certification in Ontario, which includes:

• Establishing apprenticeship programs, including training standards, curriculum standards and certification exams.
• Administering apprenticeship programs, including approving apprentices and sponsors, registering training agreements and assessing applications for apprenticeship program completion.
• Issuing certificates of apprenticeship to completed Ontario apprentices.
• Assessing experience and qualifications of individuals who have not completed an apprenticeship program in Ontario.
• Administering exams, including certifying exams, in all trades subject to certifying exams.
• Issuing Certificates of Qualification in all trades with certifying exams.
• Renewing Certificates of Qualification in compulsory trades.
• Maintaining a Public Register of people authorized to work in compulsory trades.
• Researching apprenticeships and the trades.

The Coordinator, Exam Planning, Candidate Services, and Records is responsible for the end-to-end coordination of exam administration at Skilled Trades Ontario. This includes planning and scheduling exam sessions, managing candidate intake and accommodation, supporting on-site exam delivery, processing results, and maintaining candidate records. The role ensures compliance with accessibility, bilingual service, audit, and FOI standards, while providing high-quality service to apprentices, training providers, and stakeholders. It also contributes to continuous improvement through data analysis, feedback collection, and process enhancements.

Responsibilities

Exam Planning and Delivery

• Plan and coordinate exam sessions including site accreditation, venue booking, and schedule publication.
• Allocate invigilators and manage contingency planning for exam sessions.
• Forecast exam demand based on training schedules and candidate volumes.
• Coordinate accommodation requests and ensure compliance with accessibility and bilingual standards.
• Support on-site exam assessments and invigilation activities.

Candidate Services

• Manage candidate intake including eligibility verification, prerequisite checks, and fee confirmation.
• Prepare and issue Authorizations to Test, candidate notifications, and exam event details.
• Provide candidate-facing communications, FAQs, and live support desk services.

Results and Records Management

• Reconcile attendance lists with exam submissions and identify anomalies.
• Process exam results via Scantron or digital feeds, ensuring accuracy and completeness.
• Conduct quality assurance checks and flag issues for psychometric review.
• Publish results in STO systems and coordinate candidate notifications.
• Update apprentice files with certifications, Certificates of Qualification, and Red Seal endorsements.
• Archive exam records and irregularity reports in compliance with audit and FOI standards.
• Collect and analyze candidate feedback to support continuous improvement.

Qualifications

• University degree or college diploma, or equivalent experience in exam administration, records management, or related fields.
• 2–5 years of experience in exam coordination, candidate services, or results processing in a regulatory or educational setting.
• Demonstrated experience in managing candidate intake, scheduling, accommodations, and record maintenance.
• Proven ability to deliver excellent customer service and support.
• Experience with data reconciliation, analysis, and reporting.

Knowledge Of

• Exam scheduling, planning, and coordination processes.
• Candidate intake and verification procedures.
• Digital exam systems including ICEMS, AMANDA, and Scantron.
• Quality assurance and psychometric review processes.
• Accessibility, bilingual service, audit, and FOI compliance standards.
• Techniques for data analysis and feedback collection.

Skills Include

• Strong organizational and planning abilities.
• Analytical and problem-solving skills.
• Attention to detail and accuracy in data handling.
• Effective communication and stakeholder engagement.
• Technical proficiency in digital exam systems and reporting tools.
• Training and coaching capabilities for process improvement.

What STO Offers

• Work-life balance
• Comprehensive health and dental benefits
• Employee Assistance Program (EAP) through TELUS Health with employee perks

Our Recruitment Process Includes

• Step 1: Resume Screening
• Step 2: Phone Screening
• Step 3: Panel Interview(s)/Assignment
• Step 4: Selection
• Step 5: Offer of Employment

Skilled Trades Ontario embraces diversity and is committed to creating an inclusive workplace. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Skilled Trades Ontario’s Accommodation Policy, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to Skilled Trades Ontario. We welcome applications from all qualified persons.

Skilled Trades Ontario is an equal opportunity employer.