Exams and Testing Liaison - OL

DUTIES

Working in collaboration with the Exams and Testing Supervisor and Director, Student Access and Academic Supports, this position manages the full lifecycle of examination administration for Open Learning students across both in-person and virtual environments. The position exercises independent judgment to assess and resolve complex, time-sensitive situations, including exceptions, technical disruptions, and academic integrity concerns. The position collaborates with internal and external stakeholders to ensure accurate, secure, and timely exam delivery in a high-stakes environment where errors may impact student progression, graduation timelines, financial aid eligibility, study permit requirements, and institutional operations.

MAJOR DUTIES & RESPONSIBILITIES

1. Manages the full lifecycle of examination administration, including application review, scheduling, supervisor validation, exam preparation, secure distribution, receipt verification, and delivery for marking.
2. Reviews and approves examination applications for compliance with TRU policies, course requirements, and timelines, including non-standard cases. 
3. Evaluates and approves examination centres and invigilators, including conducting reference checks and assessing suitability against institutional standards.
4. Prepares and securely delivers examination materials to testing centres and invigilators, including digital delivery where appropriate.
5. Receives, reviews, and verifies completed examinations, ensuring completeness, accuracy, and adherence to submission standards; follows up with testing centres to resolve discrepancies or missing materials.
6. Compiles, organizes, and delivers examination materials to faculty members. 
7. Maintains exam inventory and records across systems, ensuring accuracy, consistency and data integrity.
8. Configures and administers exam settings across systems (e.g., LMS, proctoring platforms, databases), including accommodations such as extended time and alternative formats.
9. Enters examination application data into databases with speed and accuracy. 
10. Develops, maintains, and improves filing systems and administrative processes, contributing to increased efficiency and accuracy in exam administration.
11. Provides guidance to students on exam processes, scheduling, permitted materials, and managing requests for exceptions in accordance with TRU policies.
12. Coordinates and sets-up virtual exams for Open Learning courses including system configuration, and real-time troubleshooting of technical issues when possible.
13. Investigates, analyzes, and determines appropriate actions regarding academic integrity concerns, including the review of reports and supporting documentation, and escalation of issues in accordance with institutional procedures.
14. Works with Accessibility Services to implement accommodations, including accurate system configuration and clear communication to testing centres for students with disabilities and health conditions.
15. Assesses and resolves complex, time-sensitive situations, balancing policy, integrity, and student needs.
16. Assists with in-person exam invigilation during campus exam sessions.

REPORTS TO

Exams and Testing Supervisor

QUALIFICATIONS

EDUCATION

• Grade 12 and the completion of a 2-year diploma in the area of Office Administration/Administration Management/Education or a related area

EXPERIENCE

• 2 years’ experience including:
  • Supporting students at a distance
  • Scheduling systems, logistics coordination and inventory management
  • Experience with educational technologies (e.g., Learning Management Systems, virtual proctoring systems, databases)
  • Investigating concerns related to academic integrity

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Excellent communication, organizational and interpersonal skills; ability to handle sensitive situations tactfully
• Sound judgment and decision-making in complex, time-sensitive contexts
• Strong analytical, problem-solving, and critical-thinking abilities
• High level of organization and attention to detail in a deadline-driven environment
• Ability to manage multiple priorities and stakeholders simultaneously
• Ability to work independently and collaboratively with initiative
• Proficiency in Microsoft Office and email systems
• Working knowledge of databases and educational technologies
• Ability to interpret and apply institutional policies and procedures
• Ability to perform effectively under pressure
• Research and negotiation skills 

WORKING CONDITIONS

• Prolonged periods of sitting and computer use
• High-volume, deadline-driven environment requiring sustained concentration
• Frequent interaction with students, faculty, and external stakeholders
• Exposure to high-stress situations requiring problem-solving and conflict management
• Standard office environment with occasional in-person exam support duties
• Ability to lift up to 10 kg