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Key Responsibilities and Required Skills for Exam Coordinator

💰 $45,000 - $65,000

EducationAdministrationOperationsCoordination

🎯 Role Definition

As our next Exam Coordinator, you will be the central pillar of our academic assessment program. You will orchestrate the entire lifecycle of examinations, from initial scheduling and resource allocation to the final distribution of results. This position demands a proactive problem-solver who can liaise effectively with academic departments, faculty, IT support, and students to uphold the highest standards of academic integrity. You will be responsible for managing logistics for both on-site and remote exams, ensuring all procedures are followed meticulously and all stakeholders are supported. If you thrive in a fast-paced environment and have a passion for operational excellence within an academic setting, we want to hear from you.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Academic Administrative Assistant
  • Program Coordinator
  • Test Center Administrator

Advancement To:

  • Senior Exam Coordinator / Assessment Manager
  • Academic Operations Manager
  • Assistant Registrar

Lateral Moves:

  • Academic Program Manager
  • Student Services Coordinator

Core Responsibilities

Primary Functions

  • Orchestrate the end-to-end planning, scheduling, and execution of all institutional examinations, including finals, mid-terms, make-ups, and standardized tests.
  • Serve as the primary point of contact for students and faculty regarding all examination-related inquiries, policies, and procedures.
  • Manage the recruitment, training, scheduling, and supervision of a pool of exam proctors and invigilators, ensuring adequate staffing for all testing sessions.
  • Coordinate and implement special examination arrangements and accommodations for students with disabilities, ensuring compliance with ADA and institutional guidelines.
  • Uphold the highest level of academic integrity by managing the secure handling, distribution, and collection of all physical and digital examination materials.
  • Administer and provide technical support for online examination platforms and proctoring software (e.g., ExamSoft, Respondus, ProctorU), troubleshooting issues in real-time.
  • Prepare and organize examination venues, ensuring appropriate setup, seating arrangements, and availability of necessary equipment and supplies.
  • Maintain meticulous and confidential records of exam schedules, student attendance, incident reports, and accommodation requests.
    ⚫ Develop and disseminate clear, timely, and comprehensive communications to students and faculty regarding exam schedules, locations, formats, and instructions.
  • Liaise with academic departments to confirm examination requirements, formats, and submission deadlines, ensuring all needs are met.
  • Manage the logistics for external certification and licensure exams, coordinating with bodies like Pearson VUE, Prometric, or NBME.
  • Investigate and document any alleged breaches of examination regulations or instances of academic misconduct, providing detailed reports to the appropriate academic committees.
  • Oversee the post-exam process, including the secure collection of exam scripts, coordination of scanning, and return to faculty for grading.
  • Continuously evaluate and recommend improvements to examination processes, policies, and technologies to enhance efficiency and the student experience.
  • Manage the departmental budget for examination services, including proctor payroll, software licenses, and supply procurement.

Secondary Functions

  • Generate and analyze post-exam data reports on attendance, accommodations, and incident rates to inform future planning and policy.
  • Contribute to the development and updating of the student and faculty handbooks with respect to examination policies and procedures.
  • Collaborate with IT and instructional design teams to pilot and integrate new assessment technologies and digital examination tools.
  • Participate in cross-departmental committees and working groups focused on academic policy, student success, and operational effectiveness.
  • Assist the Registrar's office with graduation-related tasks and student record management during peak periods.
  • Provide training workshops for faculty and students on new examination software and academic integrity best practices.

Required Skills & Competencies

Hard Skills (Technical)

  • Learning Management Systems (LMS): High proficiency in platforms such as Canvas, Blackboard, or Moodle for managing course and exam information.
  • Exam Administration Software: Hands-on experience with digital assessment and proctoring tools like ExamSoft, Respondus, ProctorU, or similar platforms.
  • Student Information Systems (SIS): Experience navigating and extracting data from systems like Banner, PeopleSoft, or Jenzabar.
  • Microsoft Office Suite: Advanced skills in Excel for complex scheduling and data management, Word for communications, and Outlook for coordination.
  • Project Management Tools: Competency in using tools like Asana, Trello, or Smartsheet to track tasks, deadlines, and project milestones.

Soft Skills

  • Meticulous Attention to Detail: An exceptional ability to ensure accuracy in scheduling, data entry, and procedural compliance, leaving no stone unturned.
  • Exceptional Organizational & Planning Skills: The ability to manage multiple complex schedules, deadlines, and logistical streams simultaneously without compromising quality.
  • Calmness Under Pressure: A proven capacity to handle high-stress situations, troubleshoot problems in real-time, and make decisive judgments during live exams.
  • Superior Communication: The ability to convey complex procedural information clearly and concisely, both verbally and in writing, to diverse audiences.
  • Discretion and Confidentiality: Unwavering commitment to handling sensitive student data and confidential exam materials with the utmost integrity.
  • Interpersonal & Diplomatic Skills: Adept at building rapport and working collaboratively with faculty, administrators, IT staff, and anxious students.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree

Preferred Education:

  • Master's Degree in Higher Education Administration, Educational Technology, or a related field.

Relevant Fields of Study:

  • Education
  • Business Administration
  • Communications
  • Public Administration

Experience Requirements

Typical Experience Range: 2-5 years of professional experience in an administrative, operational, or coordinating role.

Preferred: At least 2 years of direct experience in examination administration, test center coordination, or a closely related role within a university, college, or professional certification body is strongly preferred. Experience managing remote proctoring and digital assessment is a significant asset.

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