Position Summary

Reporting to the Assistant Registrar and with direction in testing duties from the Coordinator, Assessment Services, the Assessment Clerk provides clerical support for placement testing functions, coordinates and invigilates placement tests, open exams and external exams. The Assessment Clerk is aware of the Mission and Values of North Island College, incorporating and practicing the values in everything they do.

Position Competencies

Job Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal Skills

Duties & Responsibilities

1) Placement Testing

a) Invigilates placement tests providing appropriate oral and/or written instruction

b) Provides a non-threatening, calm and supportive environment for students

c) Ensures correct tests are administered for program goals as per guidelines in the Procedures Manual

d) Scores objective tests and completes summary sheets as per guidelines

e) Books appointments for feedback with Faculty

2) Enters placement data into Colleague database, files completed assessments and ensures security and confidentiality of results

a) Ensures that assessment results for specific programs on any campus are directed to the appropriate admissions staff

3) Other Duties

a) Orders, organizes, distributes and collects materials for placement testing and ensures the security of these materials. Periodically checks materials and replaces as necessary

b) Gathers assessment data from the Centres and maintains a spreadsheet of statistics and submits monthly to the Comox Valley Assessment Clerk for compilation

c) Regularly interacts by fax, phone, letter, email, and in person with various institutions and students

d) When available, participates in monthly conference calls with the Coordinator and other Assessment Clerks

4) Open Testing

a) Maintains electronic booking system for open exams

b) Provides a non-threatening, calm and supportive environment for students who are writing open examinations

c) Maintains a spreadsheet of statistics to be compiled with regional campuses

d) Reports any problems with respect to ordering, booking or administration of open exams to the Coordinator, Assessment Services

5) External Testing

a) Receives and stores external exams in a secure and organized manner

b) Organizes and orients invigilators for external exams and makes room bookings

c) Administers exams according to the regulations set out by the various institutions and returns them to the institutions upon completion

6) ImageNow

a) Completes document scanning and imaging duties daily.

7) Library services provision (approximately 2 hours per week)

a) Maintains the small library collection and space, including shelf arrangement and shipping/receiving of library materials

b) Circulation tasks including charging/discharging library materials

c) Processes intercampus loan requests for both print and media, utilizing automated systems and following established policies and procedures

8) Performs other duties assigned by the Assistant Registrar/Coordinator of Library Services.

Required Education & Experience

1. One year post-secondary certificate in Office Administration or Business Administration or Office Administration or related discipline.

2. Minimum of one (1) year of administrative experience in an office or related setting.

Required Knowledge Skills & Abilities

1. Knowledge/training on computers, including word processing skills, and a good working knowledge of databases and spreadsheets. Accurate data entry is essential;

2. Experience in a post-secondary setting is considered an asset;

3. Demonstrated good interpersonal, oral and written communication skills;

4. Ability to meet deadlines and to perform under pressure with accuracy and attention to detail;

5. Ability to deal with unexpected circumstances in a professional manner;

6. Well-developed organizational skills;

7. Demonstrated ability to take initiative, adapt to challenging situations with a positive and proactive attitude, and work cooperatively within a team environment.