Laurentian Online Examination Coordinator, Laurentian Online at Laurentian University

Required Position

Full-Time Temporary Appointment until June 26, 2026 THIS POSITION IS DESIGNATED AS ONE THAT MAY REQUIRE A DIFFERENT WORK WEEK AND/OR HOURS OF WORK

Responsibilities

Reporting to the Manager, Laurentian Online, the Online Examination Coordinator is responsible for the coordination and delivery of all examinations offered, either electronically or in-person, to students completing an asynchronous online course through Laurentian Online. This role involves overseeing the scheduling of examination centers and invigilators and coordinating registration processes for exams, deferrals, and location changes. The coordinator ensures accommodations for students with accessibility needs, coordinates exam-related expenses and payroll, and maintains accurate records for reporting and review. Collaborating with multiple departments and team members, IT, and Accessibility Services, the coordinator is essential in improving exam processes, supporting students, and maintaining compliance with institutional policies Exam Coordination and Administration

In collaboration with the Laurentian Online manager, oversee all processes for online and in-person exams administered for Laurentian Online to ensure the exam runs smoothly Track all examination processes each term, ensuring adherence to established timelines and procedures, and provide regular updates to the team and the Laurentian Online manager Work closely with the Laurentian Online course delivery coordinators, the Laurentian Online program and examination support clerk, the Office of the Registrar, and IT to create and post exam schedules to the student portal, etc Develop master lists for all exams and maintain a master copy of each exam Ensure that all exam information is accurately reflected in individual courses

Logistics and Scheduling

Oversee the booking of examination centres and invigilators for all Laurentian Online in-person exams, on-campus, provincially, nationally, and internationally Coordinate the examination, deferral, and examination location change registration process Coordinate a team of invigilators, including recruitment and training, for on-campus, provincial, national, and international locations

Financial and Administrative Duties

Compile information related to pricing for printing examinations and booklets, room rentals, invigilator fees, courier services, and other relevant resources In consultation with the Manager, Laurentian Online, negotiate pricing and coordinate all purchase orders for exam supplies, examination centres, and payments through a VISA card

Prepare and submit cheque requisitions for classroom rentals and invigilators as necessary, with Laurentian Online manager approval Submit all payroll for invigilators, both on-campus and off-campus, with Laurentian Online manager approval Maintain accurate records of exam-related expenses, ensuring they are tracked systematically for review and approval by the Laurentian Online manager

Exam Technology and Online Setup

Work with the Laurentian Online course delivery coordinators, the Laurentian Online course technicians, and IT staff to set up all online midterm and final examinations on D2L In collaboration with the Laurentian Online manager, work with the IT unit to develop, update, and maintain information, forms, and processes through FUSION

Accessibility and Accommodations

Ensure online exams include necessary accommodation settings for students as required Receive and process letters of accommodation from the Laurentian Accessibility Services Office Collaborate with the Laurentian Online course delivery coordinators to apply accommodations listed in the letters to courses and scheduled examinations Arrange appropriate space, technology, and software for students requiring accommodations as per their letters Collaborate with Laurentian Accessibility Services and the Laurentian Online course delivery coordinators to review and improve processes and services for students registered with the Accessibility Services Office

Communication and Documentation

In collaboration with the Laurentian Online manager, develop, revise, and update documents and instructions to guide students, course supervisors, and invigilators on all processes related to Laurentian Online examinations Liaise with students and course supervisors as necessary

Exam Processing and Distribution

Send all examinations and materials to examination sites through appropriate courier services Receive, document, and process completed examinations for forwarding (via scanning or courier) to the course supervisor, instructor, or teaching assistant

Other Responsibilities

Perform other duties as assigned

Qualifications

Undergraduate degree (4 years) in Education, Business Administration preferred Two (2) to Three (3) years of related work experience Demonstrated initiative, organizational skills, and high attention to detail Demonstrated project management experience Proven ability to prioritize and multitask to meet deadlines Solid analytical and problem-solving skills Ability to work under pressure in a high volume Strong interpersonal skills Strong computer skills with demonstrated ability to create, maintain, and analyze spreadsheets Ability to work independently and as a member of a team Knowledge of university policies and procedures Ability to work outside normal operating hours during examination periods Ability to work fluently (verbal and written) in both official languages, French and English, is required

***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to [email protected]*** The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information ([email protected]).