Exam Systems & Scheduling Manager

This is not a job posting, it was created to allow a particular person(s) to enter their personal information and be appointed to a position at McGill University. If you have not been sent this URL directly by a university administrator/recruiter please do not apply. Student Accessibility and Achievement Student Accessibility and Achievement provide an array of learner support services to McGill students of all levels of study, including reasonable academic accommodations for those with documented disabilities of either a permanent, temporary, or episodic nature. They foster an accessible and inclusive university experience for McGill’s diverse student population in collaboration with other Student Services and the wider McGill community through resources and services. Position Summary: Under the supervision of the Associate Director, Exams and Operations, oversee the daily systems and scheduling operations of Student Accessibility and Achievement’s exam services. Ensure smooth functioning of the core data-management system module to support the scheduling and implementation of disability-related exam accommodations across multiple downtown and MacDonald campus locations. Problem solve systems and scheduling related issues and conflicts. Hire, train and supervise technical, clerical and casual staff . Advise students and faculty on accommodated exam issues. Liaise with faculty, academic units, Student Services and other administrative units, including external organizations and vendors. Primary Responsibilities: Manages the daily systems and scheduling operations of Student Accessibility and Achievement’s exam services to support the needs of students with disabilities during examinations at the downtown and Macdonald campus. Operations include but are not limited to scheduling, workload designation, performance management and discipline, monitoring of resource needs and use, best practices regarding record management and retention. Collaborates with the Casual Staffing & Operations Manager s to ensure sufficient space and casual workforce planning is implemented based on projected needs. Ensures smooth functioning of exam-related modules within the primary data system (Clockwork) for Student Accessibility and Achievement. Act as contact for Clockwork systems users; troubleshoots for functional problems encountered by students, Faculty or staff. Creates and updates templates, reports and maintains all back-end systems functionality related to exam administration. Provides systems support related to other in-house solutions (Sling, Access databases, JIRA, etc.). Oversees the recruitment, hiring, training and supervision of clerical and technical staff, including casual staff providing supports during exam operations (e.g. readers, scribes,). Liaises with the Central Examination Office (Enrolment Services) and Faculty examination administrators to provide accommodated exams on behalf of the Faculties . Responsible for ensuring that academic integrity and exam security during every phase of the exam process is upheld . Manages communication between the SAA Exam Center and the Faculties and/or Enrolment Services for issues concerning exam security, attendance and incident reports. Provides support to and collaborate with the SAA Advising team on exam-related issues, and complex cases involving exam components. Develops, maintains and documents technical systems, tools, processes and materials to support efficient and effective exam administration activities. In collaboration with the Associate Directors, develops tools and materials to support students with disabilities in examination settings. Manages delicate, high stress situations and supports the de-escalation and management of exam-related student crises. Maintains and updates current knowledge of relevant policies, procedures and best-practices related to exam security and administration, as well as policies and processes related to student accessibility, exam regulations and the code of conduct. Undertakes special projects as determined by the Director and/or the Associate Director(s). In collaboration with the Director and Associate Director Exams & Operations, draft and update relevant policy and procedural documentation to implement and establish best practices in accommodated exam provision. Fosters good relations with internal and external clients; resolves concerns and address complaints. Evaluates and addresses potential risks. Prepares relevant reports and statistics to reflect the state of exam services to be used for projections and planning. Other Qualifying Skills and/or Abilities: Experience working in a professional service provider role with technical and people management responsibilities. Ability to analyze complex technical and logistical issues and problem solve in a fast-paced environment with competing demands and a degree of ambiguity. Experience in project management, IT management and team building. Ability to handle competing priorities is essential. Proven proficiency in crisis intervention and de-escalation techniques required. Strong managerial, active listening and communication skills (verbal and written). Ability to communicate clearly, in an encouraging and diplomatic manner, while remaining composed when under pressure. Experience reviewing and interpreting medical documentation, an asset. Must be self-directed and able to work autonomously and as part of a multi-disciplinary team. Tact, diplomacy, excellent interpersonal, organizational and communication skills are essential. Experience working on a one-to-one basis with a potentially high stress, constantly changing clientele. Demonstrated ability to be both detail-oriented and see the bigger picture. Awareness and knowledge of adaptive technology for students with disabilities. Significant experience and high degree of comfort with a variety of technical and data management tools. English and French, spoken and written. Knowledge of French and English: McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 (Fluent) on a scale of 0-4. Additional Information: Evening/weekend hours may be required during peak periods. At McGill University, we foster a vibrant community of lifelong learners, where passionate and open-minded individuals unite. Our commitment to providing top-tier and easily accessible services on both downtown and Macdonald campuses is aimed at supporting McGill students throughout their academic journey. We are dedicated to helping students overcome any challenges that may hinder their ability to fully embrace and thrive in the rich student experience McGill offers. Our Student Services team is dedicated to empowering students to achieve their life goals, whether related to career development, financial security, spiritual well-being, or overall wellness. By connecting your efforts to a broader purpose, you can actively participate in the collaborative creation of a brighter and more prosperous future for all. Join us in this exciting endeavour at McGill University. As one of Montreal’s Top Employers, here is what we offer: Nine (9) “Summer Fridays” – paid days off between the St-Jean Baptiste holiday and Labour Day Paid time off (7 working days) over the December holiday period. Other paid time off includes two (2) personal and two (2) floating holidays Competitive vacation policy Up to two (2) days of remote work per week, where the position permits ( May be removed for certain positions) Competitive benefits package (Health, Dental, Life Insurance) (if eligible) Defined contribution pension plan (with employer contribution between 5% and 10%) (if eligible) Tuition waiver for employees and their dependents Personal development opportunities Staff fitness courses McGill University is committed to equity and diversity within its community and values academic rigour and excellence. We welcome and encourage applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to engage productively with diverse communities. At McGill, research that reflects diverse intellectual traditions, methodologies, and modes of dissemination and translation is valued and encouraged. Candidates are invited to demonstrate their research impact both within and across academic disciplines and in other sectors, such as government, communities, or industry. McGill further recognizes and fairly considers the impact of leaves (e.g., family care or health-related) that may contribute to career interruptions or slowdowns. Candidates are encouraged to signal any leave that affected productivity, or that may have had an effect on their career path. This information will be considered to ensure the equitable assessment of the candidate’s record. McGill implements an employment equity program and encourages members of designated equity groups to self-identify. It further seeks to ensure the equitable treatment and full inclusion of persons with disabilities by striving for the implementation of universal design principles transversally, across all facets of the University community, and through accommodation policies and procedures . Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] . All qualified applicants are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadians and permanent residents will be given priority.