Testing Coordinator
1 month ago
San Jose
Job Summary The Testing Office provides testing and proctoring services that support student academic progression, graduation requirements, and certification needs. Responsibilities include coordinating Credit by Examination (CBE); administering the Precalculus Proficiency Assessment (PPA), ATI TEAS, US3 California Government Waiver Exam, and CLEP; partnering with Meazure Learning for certification testing; providing proctoring services for external institutions and distance-learning programs; and administering approved waiver examinations. Reporting to the Associate Vice President for Academic Business and Strategic Operations (ABSO) and receiving work lead direction from the Associate Director for Specialized Programs and Services the Testing Coordinator works under general supervision to provide a broad range of administrative and clerical support. This is a vital role in ensuring the efficient administration of programs used by SJSU to determine admission, assess competence, and assign placement. This position contributes significantly to creating and sustaining an exceptionally supportive educational environment for students by supporting functions that affect student success from enrollment to graduation. The incumbent independently coordinates day-to-day operational processes in accordance with established CSU, SJSU, and external testing agency policies and procedures. Policy development and final program authority remain with management. Key Responsibilities • Serve as a resource and provide guidance and customer service assistance for all aspects of Testing Office services, including face-to-face walk-in service in the Testing Office, email correspondence, and telephone calls to/from students, staff, faculty, and outside agencies, • Process both standard and electronic mail; prepare and compose correspondence, reports, and other documents; create and maintain standard and electronic records, files, and record keeping system, • Respond to inquiries regarding university policies and procedures, with emphasis on national and local testing programs., • Receive, process, and direct all communication (e.g. mail, email, phone calls, etc.) to appropriate people in the department in a timely manner, • Serve as the primary front-facing representative of the Testing Office, delivering responsive, student-centered service to the campus and community constituents., • Assist all students who are taking exams in the office, • Coordinate Credit by Examination (CBE) petitions and approvals for eligible students, • Administer and manage registration for the Precalculus Proficiency Assessment (PPA), • Facilitate registration and testing for the ATI TEAS exam, • Coordinate the US3 California Government Waiver Exam to satisfy graduation requirements, • Manage CLEP registration and administration, • Partner with Meazure Learning to support certification and licensure exam registration, • Provide registration and scheduling support for external institutions and distance learning proctoring services, • Administer and process approved waiver examinations, • Coordinate recruitment logistics and provide procedural training to test proctors and examiners in accordance with established testing protocols, • Compile testing data and prepare recurring operational reports and summaries to support management review and planning, • Coordinate with AEC regarding requirements and special accommodations for standardized test administered to students with various disabilities, • Maintain and update the proctor's database and prepare all supporting documents and materials. Maintain assistant supervisors, examiners, and proctor's agreement forms, • Schedule and notify proctors and examiners to work on testing dates, • Receive, process, and prepare correspondence; maintain appointment calendars; develop and maintain electronic and paper filing systems; prepare work documents and reports; assist with preparing for business and other meetings, as well as special events and projects, • Assist with the purchasing and delivery of all testing materials and orders, and appropriate supplies as needed, through purchasing requisitions and the direct pay process. Maintain inventory of office supplies and monitor the security of the supply room. Responsible for ordering, distributing, and keeping inventory of testing office supplies, and maintaining office equipment, • Coordinate reimbursements for travel, costs associated with test administration, and other supplies as appropriate, as well as deposit revenue received in the Testing Office, • Coordinate the Testing Office workflow to ensure the timely completion of operational tasks, • Provide lead direction to student assistants, including task assignments, training reinforcement, and daily workflow coordination, • Serve as operational lead in the absence of the Test Administrator for routine matters, • Coordinate student assistant payroll Knowledge, Skills & Abilities • Ability to communicate with constituents in a professional and respectful manner, • Thorough knowledge of general office methods, practices, and procedures, • Ability to independently interpret and apply federal, state, CSU, SJSU and external testing policies and procedures, • Ability to maintain strict confidentiality and safeguard sensitive student and testing data in compliance with FERPA and testing agency requirements, • Strong written and verbal communication skills, including the ability to compose professional correspondence and operational reports, • Proficiency with enterprise systems (e.g., PeopleSoft), databases, spreadsheets (e.g., FileMaker), and scanning/imaging technology or test vendor platforms, • Ability to perform accurately in a detail-oriented environment, • Ability to coordinate workflow, manage multiple priorities, and meet critical testing deadlines, • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies, • Excellent customer service and public relations skills in a fast-paced, high-volume environment, • Ability to understand and implement ADA requirements, • Ability to be sensitive to students who need accommodation, • Working knowledge of cash handling, reconciliation, and internal control practices, • Ability to exercise sound judgment in responding to operational issues and escalating policy-sensitive matters appropriately, • Ability to provide lead direction and training to student assistants while fostering a collaborative team environment Required Qualifications • Completion of a high school program, technical/vocational program, or their equivalents, • Three years of related office work experience Preferred Qualifications • Bachelor's degree, • Experience working in an educational environment, • Experience handling confidential or regulated data, • Proven ability to interpret and independently apply policies and procedures independently, • Excellent organizational skills and written communication skills, • Proficiency in a second language Compensation Classification: Administrative Support Coordinator II Anticipated Hiring Range: $4,821/month - $5,016/month (Step 6 - Step 8) CSU Salary Range: $4,367/month - $6,362/month (Step 1 - Step 20) San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the ___. Application Procedure Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: • Resume Contact Information University Personnel 408-924-2252 CSU Vaccination Policy The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at ___ and questions may be sent to ___. Additional Information Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at ___ The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at ___. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at ___. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at ___. Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director. Equal Employment Statement San Jose State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San Jose State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
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