Test Administrator / Administrative Assistant

Treasure Valley Community College (OR); Lakeview (OR); On-site; USD 32,000 - 42,000; Full time

Job summary

Treasure Valley Community College is seeking a Test Administrator / Administrative Assistant to plan, coordinate, supervise, and monitor GED and CASAS testing for Adults in Custody at Warner Creek Correctional Facility. The role also supports student services and Pell program activities with TVCC staff and Education Coordinator.

The position requires at least two years of admin/office experience, strong data entry and confidentiality, and ability to navigate Inmate Education Database and AS400

Qualifications

• Minimum two years of administrative and/or office management experience.
• Fundamental computer skills and the ability to learn and use job-related word processing systems and databases (Inmate Education Database and AS400).
• Must be able to pass and maintain security clearance and be approved to enter Oregon Department of Corrections facilities.

Responsibilities

• Plan, coordinate, facilitate, administer, and monitor GED and CASAS testing for Adults in Custody at WCCF.
• Oversee testing programs (GED, CASAS, Steps Listening Test, classroom predictive tests).
• Register qualified students with the GED Testing Service and manage test sessions and documentation.
• Administer all GED tests and CASAS tests; data entry and weekly/monthly/annual reporting.
• Maintain confidentiality and security of testing materials and records; liaise with PV and DOC IT personnel as needed.
• Provide training for ESL, ABE, and GED AIC tutors and support policies for testing.

Skills

Administrative support

Data entry

Communication skills

Attention to detail

Bilingual (Spanish/English)

Tools

AS400

Inmate Education Database

Pearson-VUE

Job description

The Test Administrator / Administrative Assistant will plan, coordinate, facilitate, administer, and monitor all GED and CASAS testing for Adults in Custody at WCCF as prescribed by state and college policies and procedures. This position also performs a multitude of student services roles such as financial aid advising, recruiting and advising for Adults in Custody (AIC) participating in the Pell Program, working closely with TVCC staff. In addition, this position will provide administrative support for the Education Coordinator and general education operations at WCCF.

Oversee testing programs (GED, CASAS, Steps Listening Test, classroom predictive tests) in accordance with established policies and procedures of Treasure Valley Community College, the Pearson Vue GED Testing Service, Higher Education Coordinating Commission, Oregon Department of Corrections, and Warner Creek Correctional Facility.

Verify the identity and eligibility of testing candidates. Register qualified students with the GED Testing Service. Create and maintain student files relative to GED testing. Schedule and communicate day and time of upcoming GED test sessions, including creating DOC 400 call-outs for testers. Administer all GED tests. Trouble shoot testing programs when necessary. Maintain confidentiality and security of all testing materials, test logs, test session reports, and other required documentation. Shred outdated records as per guidelines. As PELL funded classes begin, establish Cengage accounts for TVCC PELL students at WCCF.

Administer CASAS tests as requested by the instructors and according to new student needs for appraisals or pre-tests. Scan resulting test sheets. Perform accurate data entry of various test results into various databases. Complete weekly, monthly, and annual reports and relevant analysis as requested. Process approximately one dozen reports issued weekly via email from Oregon Department of Corrections Education and Training Unit. Enter data into the AIC Education Database. Submit Verification Requests to Education and Training Unit regarding student claims of prior High School diploma/GED attainment and process those findings accordingly. Research student claims of completed GED testing at non-DOC locations. Respond to information requests from outside agencies.

Serve as liaison between WCCF’s Education Program and GED test vendor Pearson-VUE (PV) regarding PV site 71936. Respond to all PV requests/inquiries around test site activity. Create Cases (Incident Reports) when necessary and as required. Work with Pearson-VUE and or DOC IT personnel as necessary. Perform periodic PV software updates on the testing laptops and all student test machines.

Review Federal and State regulations, Department of Corrections regulations and policies and College policies and translate these policies to determine how they affect the Pell program(s) at WCCF. Implement changes necessary to comply with Federal, State and College laws, regulations, and policies.

Provide initial and on-going training for ESL, ABE, and GED AIC tutors regarding policies and procedures, and the interpretation of test results, for CASAS and GED. Participate in the development of new -and the refinement of existing- policies and procedures related to the various forms of testing. Monitor college classrooms and proctor exams for remote instructors.

Attend periodic DOC training regarding policies, procedures and effective habits at WCCF and/or SRCI in Ontario, Oregon.

Adhere to all DOC requirements as they pertain to Contractors/Security Plus staff.

Communicate and cooperate effectively with DOC personnel. Participate in monthly state-wide Test Administrator video conferences. Attend TVCC main campus education workshops and meetings as required. Participate in WCCF-based Corrections Education activities.

Assist Education Coordinator with tasks associated with supporting the office and classroom. These tasks may include: ordering supplies and taking inventory; reconciling credit card purchases through the college system; assisting with student log-ins and management of student materials and other general administrative tasks.

Resolve any testing issues that may arise in the Education Coordinator’s absence.

Mandatory: Fundamental computer skills and the ability to learn and use job-related word processing systems and databases (i.e. Inmate Education Database and AS400) are necessary. Minimum two years of administrative and/or office management experience. Attention to detail, managing verbal and written information effectively and efficiently is essential. Ability to interact effectively with individuals who demonstrate a diverse range of personalities and skill levels. Must have effective oral and written communication skills. Must be or become familiar with policies and programs related to department served.

Preferred: Prior work experience at a community college and/or a correctional facility. Bilingual (Spanish/English).

Special: Must be able to pass and maintain security clearance and be approved to enter Oregon Department of Corrections facilities.

The work site is within a correctional facility. The actual office environment is typical of most offices. However, the noise level in the work area is somewhat louder than most office environments with metal doors and loudspeakers, in addition to telephone, personal interruptions and other office background noises.

The position is funded by an intergovernmental cooperative service agreement contracted with Oregon Dept. of Corrections. The person staffing this position will work within the confines of Warner Creek Correctional Facility and must pass all security screening criteria as established by the OR DOC and WCCF prior to and during the term of employment. This position is completely dependent upon sufficient available funds from OR DOC to support the position and is subject to termination in accordance with the terms and conditions of the Intergovernmental Cooperative Education Services Agreement between TVCC and DOC. WCCF is a drug free/tobacco free institution.