Job Description

Job Type: Employee

Duration in Months (for fixed-term jobs): 24

Job Family: Administrative Support

# of Open Positions: 1

Faculty/Service - Department: Language Testing Coordinator

Campus: Hamelin Hall

Union Affiliation: SSUO

Date Posted: July 03, 2023

Closing Date: July 14, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week: 35

Salary Grade: SSUO Grade 06

Salary Range: $50,642.00 - $63,967.00

*This position may be eligible for a telework arrangement.

Position purpose:

Reporting to the Lead Coordinator, Language Testing Services, provides essential administrative support to Language Testing Services to ensure the smooth functioning of the office. Plans, organizes, and runs weekday, on-site test sessions so that tests are administered securely, efficiently and consistently. Provides efficient and tactful customer service to a very diverse, and often demanding, clientele.

In this role, your responsibilities will include:

• Addresses a wide range of requests from telephone, mail, and email correspondence with a very diverse clientele: test-takers and potential test takers; university departments; external organizations which receive test scores; and external clients and partners such as Canada Post.
• Interprets test scores and policies for test takers and test-receiving institutions. Advises test-takers about next steps after they receive their scores, such as recommended courses.
• Coordinates on-site, weekday tests: Schedules and directly supervises room staff for test sessions (up to 8 employees for larger test sessions.) Develops training materials (e.g. manuals and presentations) and trains room staff for test sessions. Assembles test materials.
• Schedules and supervises individual test administrations for students, professors and support staff to ensure that test security and client satisfaction are maintained.
• About 2 times a week, conducts semi-scripted language testing interviews over the phone and in person in both official languages in order to ensure that the testing office meets the timelines of contracted clients.
• Processes test registrations: verifies eligibility of test candidates; tracks payments; sends confirmations.
• Processes test results: supervises test scoring and data entry, processes and sends score reports. Monitors test results for abnormalities and identifies tests to be re-evaluated; investigates potential instances of cheating.
• Assigns tasks to a work-study student; provides guidance on how to complete new tasks and provides feedback on the quality of the work and ways to improve.

What you will bring:

• Knowledge of administration normally acquired through postsecondary education or equivalent experience
• Experience in coordinating meetings, travel arrangements and events
• Experience in client service, in particular with new Canadians and clients with limited language abilities in English or French
• Strong organizational skills and ability to work in a team
• Strong attention to detail
• Experience using computer systems and software such as the student information system, Windows, word processors, databases and spreadsheets; knowledge of test analysis software such as Iteman (an asset)
• Interpersonal relations and communication skills
• Ability to prioritize and coordinate multiple demands simultaneously in order to meet firm deadlines
• Bilingualism \xe2\x80\x94 English/French (spoken and written)

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 \xe2\x80\x93 Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

University of Ottawa