Job Description

SUMMARY

You are primarily responsible for providing guidance for current and inspiring brokers looking to write an exam. Your role is to listen to what these prospective students need and find a match for them in what we offer.

You will work closely with the Exams team to ensure that exam inquiries are addressed and exam registration is fulfilled. You will provide support on exam day to help troubleshoot and resolve exam-related issues and also administer pre and post examination procedures.

DUTIES & RESPONSIBILITIES

Building Exams and Exam Registration

Assist in setting up registration events and links in IMIS. Ensure exam versions are functioning in TopClass prior to exam day. Liaise with the Marketing Department to update WordPress ibao.org. Update and publish IBAO's Exam Calendar across all digital platforms (IMIS, website, LMS).

Registering Students for Exam

Communicate with students throughout the registration process. Help students navigate through the exam registration process including troubleshooting issues with proctor scheduling, issues with account access, etc. Process payments, transfers, and refunds to students as per IBAO policy. Email confirmations, instructions, and login details to students. Ship exams to candidates and/or markers. Assist in organizing exams on Topclass platform and send necessary information to external markers for grading; gather marker feedback; and distribute to the education team.

Day of Exam

Be the first point of contact when issues arise with an exam candidate. Support student troubleshooting inquiries as they arise and advise on appropriate next steps. Escalate with the appropriate level of urgency. Monitor exam and proctor performance as per RIBO compliance.

Administer Post Examination Procedures

Assist exam supervisor in completing post-exam reviews and documentation as per RIBO and IBAC requirements and standards, which includes reviewing exam recordings and logging detailed findings. Assist exam supervisor in the distribution of exam grades. Respond to routine exam administrative requests such as exam re-mark, requests for unofficial grades, name change requests, etc. Fulfill RIBO compliance requirements each exam sitting.

Other

Contribute to and maintain responses in the exam mailbox for exams@ibao.on.ca. Demonstrate sensitivity in working with personal / confidential records and information, adhering to related practices and policies. Work with IBAO Staff to raise awareness and help troubleshoot IBAO website, IMIS and LMS (or other platforms) if issues arise. Inform and enforce IBAO policies for courses and exams to students, facilitators, and proctors. Track budgeting targets (registration numbers) through IMIS. Other duties as assigned.

MANAGERIAL I SUPERVISORY RESPONSIBILITIES

No direct reports

FINANCIAL RESPONSIBILITIES

Processing transactions, refunds and transfer fees

COMMUNICATION

External:

General Public Insurance Brokers Association of Canada (IBAC) Registered Insurance Brokers of Ontario (RIBO) Students Member Brokers Non-Member Brokers Exam Proctors Exam Markers Facilitators

Internal:

Education & Instructional Design Manager Vice President, Marketing Operations Team CEO Shipping & Receiving

QUALIFICATIONS

Education Level

Office Administration Enrollment or Registrar Office Administration Adult Education or similar

Computer Skills

MS Office, Excel, Database (IMIS Knowledge is an asset but not required) GoToWebinar / Zoom, MS Access

Key Knowledge, Skills and Abilities

Very detail-oriented in recording and reporting. Very strong verbal / written communication skills. Ability to multi-task.

Professional Experience

1-3 years' work experience
Job Types: Full-time, Fixed term contract
Contract length: 14 months

Pay: $55,000.00-$65,000.00 per year

Benefits:

Company events Flexible schedule
Ability to commute/relocate:

Toronto, ON M4P 3A1: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (preferred)
Work Location: Hybrid remote in Toronto, ON M4P 3A1

Application deadline: 2025-10-24