Examinations Assistant

Job description

Examinations Assistant

Date Posted: 06/01/2021
Req ID: 4160
Faculty/Division: University of Toronto Scarborough
Department: UTSC: Office of the Registrar
Campus: University of Toronto Scarborough (UTSC)

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Office of the Registrar is responsible for student recruitment and admissions, direct and online service to current students, including registration, financial aid, scholarships, academic assessments, graduation and petitions. It also provides course scheduling, administration of tests and exams, enrolment data analysis and business intelligence.

It is the vision of the Office of the Registrar to connect every student to success by providing excellent service and support to students, faculty, staff and the broader community. Members of the Office of the Registrar team value accountability, inclusivity, community and leadership and take pride in work that is student-focused and meaningful.

Your opportunity:

Working under the direction of the Examinations Coordinator, you will coordinate the administration of examinations and deferred examinations for students registered with the University of Toronto. You will accomplish this by acting as the first point of contact for general enquiries, identifying and resolving individual examination conflicts, conducting preliminary analysis of exam space requirements, liaising with contacts to obtain exams and related materials, gathering information for test/examination packages, keeping well-informed on University programs, policies and procedures, and serving as a resource to others by providing (non-supervisory) job-related guidance.

Your responsibilities will include:

  • Coordinating the receipt and storage of all examinations and related materials
  • Verifying the accuracy and completeness of information
  • Tracking and monitoring the distribution and return of examinations
  • Processing student requests for exam re-reads, review and photocopies
  • Creating a master list of students writing deferred examinations
  • Resolving issues within the scope of the role and escalating problems as required
  • Scheduling exam invigilators for deferred exams and conflict exams, scheduling rooms for deferred exams, and creating seating plan

Essential Qualifications:

  • Bachelor's Degree or acceptable combination of equivalent education and experience
  • Minimum two (2) years of related work experience in a responsible administrative support role, including work experience scheduling and coordinating tests and exams, in a divisional post-secondary or similar environment
  • Excellent computer skills with Word, Excel, database management systems (e.g., Infosilem, eService, Course Information System)
  • Excellent verbal and written communications, interpersonal, and problem solving skills
  • Ability to read, retain, understand, and adhere to information, regulations, and guidelines
  • Strong time management skills with demonstrated ability to effectively and efficiently handle multiple tasks and competing priorities
  • Demonstrated experience working with multiple deadlines and competing priorities is required
  • Demonstrated accuracy and attention to detail
  • Tact, discretion, sensitivity to confidential matters
  • Ability to work effectively both independently and within a team environment
  • Follows rules and procedural processes and maintain confidentiality related to Freedom of Information and Protection of Privacy Act (FIPPA)
  • Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment

To be successful in this role you will be:

  • Accountable
  • Communicator
  • Diligent
  • Multi-tasker
  • Organized
  • Problem solver


A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 06/09/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $58,824 with an annual step progression to a maximum of $75,227. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Registrarial Services

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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Equity, Administrative Assistant, Database, Data Analyst, Business Intelligence, Finance, Administrative, Technology, Data




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Job No:
Posted: 6/3/2021
Application Due: 6/11/2021
Work Type: Full Time