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Examinations Specialist

Department: Center for Extended Learning Effective Date: January, 2013


35 hr/wk

Reports to: Manager, Client Development and Learner Services

General Accountability

The Examinations Specialist maintains the integrity and efficiency of the final examination processes for online courses delivered by the Centre for Extended Learning (CEL), ensuring the fair and proper conduct of examinations in an environment that enables students to perform at their best.

Nature and Scope

This position reports to the Manager, Client Development and Learner Services, and is a senior member of the Learner Support Services (LSS) team which also includes CEL’s Learner Support Representatives.

The Examinations Specialist is responsible for all aspects of examination operations for online courses provided by Extended Learning. This includes ensuring Waterloo policies and procedures are adhered to, adequate human and physical resources are available, proper systems and processes are in place, schedules are appropriate, and required information is communicated to students, faculty, proctors and staff, taking into consideration the special circumstances of online/distant students as well as the needs of the traditional on-campus students who choose to take courses online.

The Examinations Specialist ensures that all students writing examinations are accommodated either at uWaterloo examination centres, external examination centres or with a proctor, and arranges relief examinations when necessary.

A major role played by the incumbent is that of liaison between faculty, students, and academic administrators regarding rescheduled examinations and examination integrity. This requires good judgement, thorough knowledge of academic policies and regulations, and the ability to clearly present all parties involved with background information and options, and to assist in the resolution of such matters. This may involve interaction with academic administrators at the Associate Dean level.

The high volume and deadlines of examination activities necessitates a high degree of planning and coordination skills. Strong interpersonal skills and flexibility are also required in order to integrate and prioritize competing demands that are received from a variety of stakehholders.

During peak periods and during the Manager’s absence the Exams Specialist may assist the LSS team by providing problem solving and the day to day leadership required to ensure that all activities are maintained at the high levels expected.  The Examinations Specialist also provides direction to casual/contract staff hired to assist during peak mailing/examinations periods

Weekend and off-hours work are required during peak periods before and immediately after the exam periods in each term.

The job has specialized work with minimal supervision and provides guidance to others.

Statistical Data

The Centre for Extended Learning has a staff of over 50 involved in the design, development, delivery, and management of over 300 online course offerings with approximately 18,000 student course registrations annually, at both the undergraduate and graduate level, and this number is expected to continue to increase.  In addition CEL, offers a variety of in-class, on site and online professional development courses.

The Supervisor is responsible for managing significant annual expenses (approximately $100,000) within the CEL operation such as shipping costs, proctor compensation, and approximately 50 external examination centres.


Specific Accountabilities





The Examination Specialist



Working Conditions