Evening Exam Coordinator-2

University of British Columbia - Staff; Vancouver; On-site; CAD 4,000 - 6,000; Full time

Job summary

The University of British Columbia seeks an Evening Exam Coordinator to oversee accommodated exams for students with disabilities. This role involves coordinating resources, managing invigilators, and ensuring compliance with university policies. The successful candidate will work collaboratively to provide an inclusive exam experience for all students while maintaining confidentiality and sensitivity.

Qualifications

• Four years of related experience or equivalent combination of education and experience.
• Experience working in a university academic environment with assessments and exam accommodations.

Responsibilities

• Coordinate over 25,000 accommodated exams annually.
• Recruit, schedule, train and manage over 85 exam invigilators.
• Maintain timely and professional correspondence with instructors, staff, and students.

Skills

Communication

Interpersonal Skills

Organizational Skills

Tact and Discretion

Attention to Detail

Education

High School Graduation

Two Years Post-Secondary Education

Tools

Word

Excel

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Classroom/Exam Coord 4 (Gr9) Job Title Evening Exam Coordinator-2 Department Exam Coordination | Program Support | Centre for Accessibility | Student Affairs | VP Students Compensation Range $4,959.00 - $5,532.00 CAD Monthly Posting End Date May 22, 2025

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

Job End Date

Mar 31, 2026

Please note this position is a leave replacement for a fixed term duration.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Exam Coordinators coordinate the process for the provision of accommodated exams for students with disabilities on behalf of the university. This work will involve reviewing individual student exam accommodations as they relate to the allowances of the specific exam to ensure the student is able to meet the unique learning outcomes for each exam. The incumbent will work with the student’s instructors and advisor to assess the specific allowances for each exam and coordinate resources as needed. This can include rooms, student staff, invigilation, technology and alternate format materials. Due to the nature of hybrid/online learning each assessment for one course can vary significantly from the other. Exam Coordinators will be expected to develop a specific exam plan for each student and their individual exams. Exam Coordinators will support and coordinate over 25,000 exams annually. Peak exam periods include coordinating over 600 exams in a day and over 6000 exams in a two-week timespan.

This position will involve working with a team of Exam Coordinators to ensure confidentiality, sensitivity and exam procedures are maintained for both the midterm and final exams. This position will be expected to work from 2:00pm – 10:00pm daily. Some weekend and on-call work will be required.

The incumbent will also recruit, schedule, train and manage over 85 exam invigilators. The Exam Coordinator is responsible for ensuring adequate student staff have been hired and trained to maintain services provided by the Centre for Accessibility regarding exam invigilation, delivery and procurement. This work includes exercising judgment in selecting and interpreting information from the CUPE 2278 collective agreement to oversee and manage a large staffing base of CUPE 2278 members. Exam Coordinators may also invigilate exams on occasion and strictly adheres to University policy and procedures.

Organizational Status
Reports to one of two Team Lead – Accommodated Exams as well as works closely with other Senior Staff. Will communicate with students, staff, faculty, off campus organizations and the public on a daily basis. Supervises student invigilators, exam assistants and student scribes. The Centre for Accessibility provides leadership in eliminating barriers to full participation that students experience arising from disabilities.

Work Performed

Exam facilitation and student management

• The Exam Coordinators administer the day-to-day elements of UBC’s accommodated exam program for undergraduate/graduate midterm and final exams.

• Daily coordination of individual exam plans for each pre-booked exam. This involves performing a detailed analysis of each student’s required accommodations, number of exams per day, academic/departmental requirements and assigns exam space in accordance with established priorities. Each exam contains a complex array of requirements specific to the student and the course that must be considered before a booking is finalized and scheduled.

• Assessing specific classroom exam allowances and requirements for any conflicts with the student’s exam accommodations

• Administering the implementation of exam allowances including specific requirements related to rooms, furniture, technology, format of exam, online invigilation and student support (scribe, personal attendant etc)

• Coordinates the overall workflow of the exam scheduling including ad-hoc room booking

• The Exam Coordinator coordinates over 25,000 accommodated exams of which over 22,000 are supervised at the centre

• This position will be required to develop a thorough understanding of our online exam management system. This system is used to coordinate all aspects of our program including managing bookings, accommodations, exam delivery and room bookings. Troubleshoots issues along with Academic Systems Support, resolves scheduling system errors and communicates system issues with both end users and technical staff.

• Analyses, defines and interprets exam data, prepares and maintains various statistical reports, manuals and information materials.

Internal and External stakeholder relationships

• Maintains timely and professional email and phone correspondence with instructors, staff, and students. During midterms and finals, the Exam Coordinators will receive roughly 200 emails per day, many of which are urgent in nature.

• Works collaboratively with various departments to collect data and resource requirements. Evaluates complex departmental requirements and large volumes of data in a highly sensitive and confidential environment.

• Maintains a working knowledge of computer software used to assist in the exam taking processes (Read & Write Gold, Jaws, Dragon, Zoomtext and Kurzweil). Understands how to install/uninstall software and provides support for first-time software users during their exams. Coordinates with UBC IT Services to ensure laptops are in good working order and troubleshoots any technical issues.

• Develops and delivers training sessions to Centre staff as well as campus partners in the use of the online exam management system as well as the Accommodated Exam Centre’s guidelines/processes.

Invigilator hiring, training and supervision

• Coordinates the hiring, training and development of over 85 graduate student assistants/invigilators.

• Overseeing a large staffing base of CUPE 2278 members, interpreting information and exercises judgement of the policies provisioned by the collective agreement and an understanding of supervising in a unionized setting.

• Collaborates with department staff to develop and implement training workshops and orientations.

• Will be responsible for the development and maintenance of an online Canvas training module for new and returning invigilators

• Provides direct shift supervision for invigilators on their shift including the check-in room, managing breaks and assignments, contacting instructors and answering questions

• Work with Accessibility Advisors to develop and maintain specific training around Disability Awareness, De-escalation and dealing with unauthorized materials

• Conducts timely and appropriate in-person and onsite training each term to ensure exam integrity and procedures are followed

• Train invigilators in administering complex disability related exam accommodations.

• The Exam Coordinators are responsible for developing a training program that includes individual instruction, workshops, shadowing/mentoring, team meetings as well as mechanisms for monitoring progress and mastery of duties.

• Schedules exam invigilators for the upcoming week in proportion to each day’s needs. Maintains a balance between distributing shifts equally amongst the team and ensuring the exam program is always providing the best service possible for the students.

• Keeps track of hours, assures timely entry, and ensures that hours are processed for all student invigilators.

• Monitors invigilator progression and provides feedback regarding the promotion of successful invigilators to the senior invigilator designation. Supervises senior invigilators as they assist with exam procurement, correspond with instructors, delegate tasks and ensure the successful administration of each day’s exams.

• Evaluates and provides annual performance reviews to senior invigilators.

• Works with the Student Assistant Coordinator to ensure an adequate number of student scribes and exam assistants have been hired, trained and scheduled to maintain services provided by the Centre

Reporting and continuous improvement

• Conducts ongoing needs assessments and evaluations; works with their supervisor and other Exam Coordinators to ensure exam processes are efficient and effective. Identifies and problem solves any potential complication, including space management in the Exam Centre.

• Maintains records of accommodated exams provided through the Centre for finals and midterms.

• Develops and maintains a rolling annual calendar for exams and needs to anticipate planning requirements of the resources available through the Centre for Accessibility.

• Maintains inventory and working knowledge/expertise of technical aids and adaptive equipment used for exams and trains invigilator student staff on the set up and troubleshooting.

• Prepares detailed reports on the exam accommodation services, including statistical information, trends, successes and challenges for each academic year and as required within the term.

Other Duties

• Completes exam accommodation bookings one on one for students with disabilities as required, typically for new students.

• Maintains the office working alone policy with their supervisor as required.

• Performs other duties as required.

Consequence of Error/Judgement
Impact of error is considerable, as incumbent would be dealing with sensitive, confidential information that must be widely distributed. Any errors in decision could potentially have operational, legal and financial repercussions for the faculty, students, staff and department as a whole.Errors in interpretation and application of the CUPE 2278 collective agreement may result in grievances. The individual will be expected to exercise considerable judgment in prioritizing and scheduling their work. Diplomacy is required in interacting with faculty and students Incumbent will deal with unique situations requiring sound judgement, knowledge of and sensitivity to disability issues. Decisions require thorough knowledge of the guidelines, procedures and regulations and the ability to interpret and apply them to the work unit. All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may create hardships for students with disabilities seeking academic accommodation, compromise the relationship of the Centre for Accessibility with community constituents who may experience marginalization or disadvantage as a result of the interaction, or negatively impact the public image of the unit and University.

Supervision Received
Works independently under broad supervision of one of the Team Lead – Accommodated Exams. This position will work from 2:00 pm to 10:00 pm . The main office will be closed as of 5:00pm. The incumbent must exercise initiative and sound judgement in making decisions and demonstrate tact in dealing with clients, student assistants and University personnel.

Supervision Given
Provides direct instruction, training and supervision to more than 85 invigilators (Senior Invigilators included).

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

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience working in a university academic environment specifically with assessments and exam accommodations.

• Knowledge of the CUPE 2278 collective agreement is preferred, experience in supervising in a unionized setting, experience supervising unionized staff

• Experience working with people with disabilities an asset.

• Computer experience required (Word, Excel preferred).

• Proven ability to prioritize work and to meet deadlines.

• Effective oral and written communication, interpersonal, public service and organizational skills.

• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.

• Demonstrable skills in maintaining accurate records and attention to detail.

• Proven experience using word processing, spreadsheet, database, internet and electronic mail applications at an intermediate level.

• Proven ability to compose correspondence and reports using clear, concise business English.

• Proven experience working both independently and within a team environment.