Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Student Info Support 3b (Gr6)

Job Title Exams Representative, Real Estate Division

Department Licensing Examinations| Real Estate Licensing Education | UBC Sauder School of Business

Compensation Range $3,881.00 - $4,082.00 CAD Monthly

Posting End Date March 27, 2023

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
UBC Sauder School of Business is one of the world\xe2\x80\x99s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Sauder Real Estate Division (RED) administers the Real Estate Licensing and Registration programs for provincial regulatory bodies in Alberta, British Columbia and Saskatchewan, and enrolls up to 30,000 students annually in regulated educational offerings.

The Exams Representative provides administrative support to maximize the entire experience for students in the Real Estate Licensing and Registration Course programs. The incumbent supports students, program managers, instructors, directors and regulatory agencies in the registration, course delivery, regulatory compliance, instructor support, and licensing examination and reporting support efforts.

The Exams Representative works as part of the Real Estate Division (RED) Examinations team and supports the Examinations Leader with the administration of scheduled exams throughout British Columbia and Saskatchewan, as well as with registration, scheduling, invigilating and grading processes in the Computerized Exam Centre (CEC).

The Exams Representative also acts as the front-line customer service representative for the unit and sets the tone of students\xe2\x80\x99 educational experience by providing accurate and comprehensive program information to requalifying or repeat students, facilitating a smooth transfer from initial inquiry, to course registration and finally to ongoing exam and results administration.

Organizational Status
Reports to the Examinations Leader.

Work Performed

Administration of Examination Policy

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  Responds to current and prospective student inquiries, via telephone, by e-mail and in person, for various programs. Advises prospective students on questions regarding program information, exam eligibility requirements, regulatory requirements and exam selection, referring to senior staff only the most complex issues for which no formal policy, procedure or precedence exists.
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  Handles complex inquiries from representatives of regulatory bodies including the BC Financial Services Authority, Saskatchewan Real Estate Commission and the Real Estate Council of Alberta, requiring a specialized knowledge of a broad spectrum of Real Estate Division and University policies, and sections of the various provincial regulatory acts and rules.
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  Processes student exam fee payments and monitors, reconciles and investigates various account fees, such as exam centre fees, invigilator fees, etc.
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  Liaises with various internal teams at the Real Estate Division to ensure consistency in RED communications and processes.
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  Participates in identifying processes and systems that require improvement, mapping current processes, re-designing processes, and making recommendations for changes

Exams Coordination

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  Supports the Exams Coordinator with registration, exam venue booking, scheduling, invigilating and grading of regularly scheduled examinations in British Columbia and Saskatchewan.
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  Schedules exam registrations and supports the Examinations Coordinator with registrations of all examination candidates, including a review of registrations and student files to ensure that all eligibility requirements are met.
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  Contacts exam centres to book exam rooms for regularly scheduled examinations.
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  Contacts invigilators, and ensures that each invigilator is sent adequate notice of each examination date, time and location.
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  Ships exams to external venues throughout BC and Canada.
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  Sends out the examination notices to the candidates with information regarding date, time, location and regulations governing examination procedures.
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  Attends and provides invigilation support at Lower Mainland examinations.
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  Prepares the final list of exam results for all pre-licensing examinations for approval and submission to the appropriate regulatory bodies. Compiles and sends exam grade results to students.
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  Assists with requests for rereads, marks breakdowns and exam critiques; rechecks accuracy of initial grades; forwards examination to internal or external academic staff for review of grades; compiles grades by topic and records on reporting form; ensures written feedback to candidates is produced.
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  Helps students with registration, scheduling, invigilating and grading processes.

CEC Exam Registration and Scheduling

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  Reviews CEC registrations and student files to ensure that the requirements set out in the Regulations to the Real Estate Act are met and students are eligible for CEC examinations.
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  Schedules all eligible CEC examination candidates on available dates and contacts students whose choices are not available.
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  Ensures that all examination candidates are sent an appropriate notice with information regarding date, time, location and regulations governing examination procedures.
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  Monitors CEC exams in progress to ensure no cheating and to assist students who have questions.
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  Receives information regarding formal complaints and collects information to discuss with the Examinations Coordinators and the Examinations Leader.
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  Ensures all CEC exams have ended properly and results are produced.
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  Separates any hard copy exam contents into appropriate groupings and sends to markers for marking purposes.
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  Prepares final list of CEC pre-licensing exam results for approval and submission to the British Columbia Financial Services Authority.
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  Compiles and sends exam grade results to students.
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  Handles CEC requests for rereads, marks breakdowns and exam critiques; rechecks accuracy of initial grades; forwards examination to internal or external academic staff for review of grades; compiles grades by topic and records on reporting form; ensures written feedback to candidates is produced.

Additional Duties

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  Delegates work to administrative employees supporting the exams division on occasion, and participates in their training and selection.
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  Keeps a running total of the exam inventory and ensures timely re-ordering.
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  Responsible for the storage of old exams for the required retention period and ensures that exams are destroyed confidentially on appropriate dates.
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  Lifts and organizes exams storage boxes and related exams materials of about 12 pounds.
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  Assists in duplication of examinations and is responsible for quality control of all copies. Assembles additional contents for examinations envelopes.
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  Performs other duties as required, within the qualifications and requirements of this position.

Consequence of Error/Judgement
This position is a crucial component of the administration of the Licensing Education programs as it sets the final tone and impression of students\xe2\x80\x99 educational experience and in so doing it upholds the integrity and validity of the licensing process. The on-going well-being of the organization depends on the unit\xe2\x80\x99s reputation within the regulatory, professional and business communities. Decision-making is based on a thorough knowledge of policies and procedures of the University, the UBC Sauder School of Business, course regulations, and regulatory bodies. Consequence of error is high and poor decisions, judgment, or errors may lead to students not being able to satisfy regulatory requirements and/or inefficient operations and loss of opportunities for the unit. This in turn would jeopardize the reputation and the financial wellbeing of the UBC Sauder School of Business and the University of British Columbia. Interaction with applicants, students, industry members and regulatory personnel is largely unsupervised and therefore tact and professionalism are required at all times.

Supervision Received
Receives general instructions during orientation and on subsequent new assignments or changes in procedures. Carries out familiar phases of the work under general supervision.

Supervision Given
Provides training to new Exam Representatives and provides input for evaluations of new employees\xe2\x80\x99 performance. Distributes work assignments to new employees and initiates new employees into office routines, procedures and operation of office equipment.

Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.

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  Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own.
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  Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

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  Experience working in a fast-paced, professional environment is preferred.
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  Intermediate level computer experience required, including Word, Excel and Outlook.
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  Familiarity with and understanding of the University environment related to advising professional students.
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  Knowledge of University policies, procedures, distance education and the real estate industry is an asset.
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  Experience in event management is an asset.
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  Strong oral and written communication, interpersonal and organizational skills are required.
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  Ability to compose routine correspondence and other business-related correspondence in clear concise business English.
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  Strong accuracy and attention to detail are required.
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  Excellent customer services skills are essential, along with the ability to exercise tact and discretion. Must be able to prioritize work, multi-task, meet deadlines and adapt.
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  Ability to work both as a team member and independently with minimal supervision.