Certification and Test Specialist - Illinois Fire Service Institute

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 55,000 - 65,000; Full time

Job summary

The Illinois Fire Service Institute (IFSI) seeks an Office Associate to provide technical and administrative support in certification, test bank management, and exam analysis. This Civil Service role supports NFPA-aligned exam development, proctoring, and documentation across regional testing locations.

Responsibilities include maintaining testing software, validating question banks, coordinating with accreditation bodies, training proctors, and ensuring ADA compliance.

Qualifications

• High school diploma or equivalent required; 3 years of related experience may substitute.
• Bachelor's Degree preferred; strong exam development/testing background preferred.
• Experience with testing and certification processes, ADAs, and documentation is desirable.

Responsibilities

• Securely create, store, ship, and receive exam kits (paper and CBT).
• Grade and proctor exams; coordinate retakes as needed.
• Manage exam banks, validate questions, and import into testing software.
• Coordinate with Accreditation Manager on certifications and reaccreditation reporting.
• Develop exams and prepare Master Test Binder for approval.
• Train, supervise, and audit proctors and evaluators.
• Review exam data and NFPA standards for accreditation compliance.
• Assist ADA coordination and maintain secure ADA files.

Skills

Attention to detail

Organizational skills

Microsoft Word

Microsoft Excel

PowerPoint

Adobe Acrobat

Communication

Education

High school diploma or equivalent

Bachelor's Degree

Tools

Testing software

iPads management

Job description

Certification and Test Specialist - Illinois Fire Service Institute

Illinois Fire Service Institute

Are you ready to support the mission of Illinois' premier fire training organization? The Illinois Fire Service Institute (IFSI) is seeking a Office Associate to join our team. As the statutory State Fire Academy for Illinois and the oldest continuous fire training institution in the United States, IFSI trains more than 60,000 first responders annually through hands-on, innovative, and research-driven education.

Position Summary

The position provides technical and administrative support in certification, test bank management, and exam analysis & maintenance for the Illinois Fire Service Institute, Statutory State Fire Academy for Illinois.

Duties and Responsibilities

Exam Administration

• Securely create, store, ship, and receive paper and computer-based exam kits.
• Grade exams as needed.
• Proctor written/CBT exams, as needed.
• Work with individual students in a timely manner to administer re-takes of exams.
• Manage and utilize testing software.
• Manage iPads for onsite and offsite CBT and coordinate updates with IT.
• Manage availability of regional testing locations, proctor availability, and preparation of exam materials for regional exams.

Exam Bank Management

• Lead the validation process of exam bank questions, ensuring question references are to NFPA Standard JPRs, course objectives, and course textbook.
• Ensure completion of program exam blueprint during each validation.
• Complete pre- and post-validation checklists.
• Import Exam banks into testing software.
• Manage test bank electronic and printed inventory.

Certification Management

• Coordinate with the Accreditation Manager on certification submissions, reporting to accrediting entities and the Illinois Office of the State Fire Marshal.
• Maintain records required for reaccreditation and compliance reviews.
• Verify candidate student eligibility for certification examinations and practical skill evaluations.

Exam Development

• Develop examinations utilizing exam software according to blueprints developed during the validation process. Exam policy goal is to develop two tests (A & B) per discipline.
• Create Master Test Binder and complete approval process.
• Print new exams, check, and prepare exam booklets for initial implementation.
• Retire/Archive old exams.

Customer Service and Training

• Responsible for the training, education, and auditing proctors and evaluators.
• Answer phone calls and respond to emails from fire departments, program leadership, etc.
• Manage the testing office email and proctor calendar.
• Exam Vault work - updating documents, maintaining exam vault supplies, etc.
• Coordinate the standards of practice and provide training to other CTC Specialists to support testing tasks.

Test Analysis & Maintenance

• Review exam banks every 30 months or when NFPA standards change to ensure accreditation compliance deadlines are met.
• Analyze question statistical data for the first four administrations of a newly created exam.
• Evaluate questions which show reliability concerns. Questions falling outside the identified criterion are re-examined against the course materials to confirm their validity. Questions that fail the validity test will be reviewed with program staff and, if changes are deemed necessary, the Director of Curriculum, Testing, and Certification.
• Analyze questions listed on the Student Feedback Form for errors in language, logic, grammar, or factual mistakes and report feedback to program staff.
• Identify patterns of comments collected by the proctor of an exam and review the question's statistical data, reporting feedback to program staff.

ADA Coordinator

• Review ADA requests, provide forms, and review submitted documentation.
• Maintain secure database for ADA communication and files.
• Coordinate with Program Managers/Proctors for IFSI students with ADA requirements.

Qualifications

Required Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or any combination totaling three (3) years (36 months) from the following categories:

• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor's Degree (120 semester hours) equals three (3) years (36 months)

Work experience in test administration methods and techniques.

Preferred

1. Bachelor's Degree.
2. Three to five years of exam bank management and test implementation.
3. Experience with firefighting and technical rescue training programs is strongly preferred.
4. Familiarity with IFSI and its programs

Knowledge, Skills, & Abilities

1. Proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat for the creation of instructional materials.
2. Ability to learn new software and adapt to the use and implementation of new technology.
3. High level of organizational skills and great attention to detail.
4. Ability to multitask and prioritize daily tasks and long-term testing projects.
5. Ability to establish effective working relationships with students and program leads.
6. Familiarity with current curriculum development and testing methods.
7. Ability to resolve problems and answer questions in a prompt and tactful manner.
8. Experience working in a fast-paced hierarchical office environment.
9. Ability to maintain accurate records (i.e., test results, answer sheets scanned, testing software management).

Appointment Information

This is a 100% full-time Civil Service Test Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after November 1, 2026. The salary range for this position is $55,000-65,000. This position is not eligible for any type of sponsorship for work authorization.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Friday, October 2, 2026. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Keri Borchers, [e-mail]. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].

Requisition Details

Requisition ID 1038035

Job Category Administrative Support