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Examinations & Communications Specialist

Department: Registrar’s Office Effective Date: February 15, 2008
Grade:

USG 6

35 hr/wk

Reports to: Editor,  U/G Calendar and Manager, Communications

General Accountability

The Examinations and Communications Specialist reports to the Editor, Undergraduate Calendar and Manager, Communications. The incumbent participates in facilitated meetings and, under direction and supervision, is responsible for supporting a variety of activities related to the administration of final examinations that are scheduled and administered by the Registrar as well as for the Undergraduate Calendar production. The Examinations and Communications Specialist works with limited supervision and is responsible for preparing accurate print requisitions for final examinations that are scheduled and administered by the Registrar and supports the Undergraduate Calendar production as Assistant Editor.

Nature and Scope

The Registrar’s Office provides academic support services for a number of functions on behalf of the University. These include student recruitment, publications, undergraduate admissions, student registration, course, and examination scheduling, student financial assistance programs and scholarships, academic records, examinations, grade reporting, and transcript production.

 

The Registrar’s Office represents one of the largest users of the PeopleSoft Student Administrative System (SA). The SA system encompasses all major activities such as development of the Schedule of Classes, class enrolment, tuition calculation, Student Records maintenance, Academic Progression, Academic Advisement, transcript generation, admissions information as well as many reports or queries used by the Registrar’s Office or its clients.

 

The Examinations and Communications Specialist is responsible for the communication, preparation, and distribution of all correspondence, information material and signage regarding examination requirements for final examinations scheduled and administered by the Registrar, and in addition, s/he informs departments of submission deadlines for printing examinations.

 

For final examinations that are scheduled and administered by the Registrar, responsibilities include the following activities:

 

During the course of carrying out the above examination activities, the incumbent works within a rigid structure of deadlines and reports in a timely manner on the status of this work to the Director, Scheduling, Examinations & Convocation, who administers on-campus undergraduate examinations and from whom s/he obtains new developments and changes in information that affect this work. This work supports and ensures there is no negative impact on the University related to the smooth operation of examinations.

 

The Examinations and Communications Specialist shares in the responsibility for the development of the annual printed and electronic versions of the Undergraduate Calendar. The incumbent must be able to support the Editor, Undergraduate Calendar and Manager, Communications to meet tight deadlines on a very demanding project.  The incumbent contributes to establishing University-wide publication deadlines and the production schedule. In this capacity, s/he assists with the training for Faculty/department staff for electronic calendar updates of files. S/he checks Senate and other University Committee minutes and produces a summary of these minutes. The incumbent reviews and edits new material for Senate approved programs and electronic transfer of files for the printed and web versions of the calendar.

 

The incumbent must report technical problems with the software used to produce the Undergraduate Calendar, recommend solutions to the team that consists of technical assistants, outside design consultants, and other UW staff, and test upgrades made to the software.

 

The Examinations and Communications Specialist must be balanced by accommodating the concerns and needs of the Faculty representatives. A productive working relationship with staff and Faculty university-wide must be maintained. There is contact with any one of the approximately 90 departments/schools. The incumbent communicates with a core group of Faculty representatives and Graphic Services personnel on a regular basis. There is constant rapport with the Registrar and policy-makers of the calendar.

 

The incumbent is the first contact for managing all inquiries, troubleshooting, and solving problems that originate from calendar representatives, editors, and managers for the Faculties of Applied Health Sciences, Arts, Environmental Studies, and the Social Work degree program. This contact may involve liaising with other UW contacts and the developer of the software in order to solve problems. This contact trains new users on the software and communicates necessary software updates for his/her group. This contact assists in updating User Guides to reflect any changes to the software.

 

The incumbent manages all web-mail inquiries from the University community and general public regarding the undergraduate calendar information accessible on the web, both archival and current. This involves formulating an appropriate, professional response to the party concerned, and at times can involve liaising with the appropriate UW contact to obtain the information needed to compose the response. This communication could also lead to the further development of enhancements made to how one accesses calendar information on the web.

 

The incumbent is responsible for managing the distribution of the hard-copy undergraduate calendar. This includes maintaining the campus-wide distribution list, handling all inquiries relating to the distribution, and communicating the distribution needs to Central Stores who handles the mailing of the calendars, and to the Registrar’s Office Customer Services department who handles the release of calendars to first-year students.

 

The Examinations and Communications Specialist is responsible for assisting the Administrative Officer with arrangements for Convocation ceremonies. Duties include: preparation of lists and labels needed for organizing the gown requirements for the Chancellor’s Convocation Party and manages the robing process in the Chancellor’s Robing Room before and after the ceremonies.

 

The Examinations and Communications Specialist is responsible for updating his/her procedure manual for tasks relevant to this position. S/he ensures that the procedures are current, reflecting new developments and changes to existing information.

 

The incumbent updates the schedule of tasks and timelines listed in the monthly work cycle, ensuring that these data are current. This is used to keep her/him on target with his/her multiple deliverables.

 

The incumbent is responsible for assisting the Editor, Undergraduate Calendar and Manager, Communications in maintaining updates to the Quest and Registrar’s Office websites. In the course of this work, s/he must work with all managers in the Registrar’s Office and/or contacts in Information Systems & Technology (IST) to ensure that timely and accurate updates to the websites are complete and accurate. This information is accessible for viewing by students and academic units who make planning decisions based on this information. It is essential that the incumbent be knowledgeable in HTML, XHTML, Interglobal, and Dreamweaver MX to effectively handle this responsibility.

 

The Examinations and Communications Specialist is responsible for assisting the Editor, Undergraduate Calendar and Manager, Communications in sending out blast email communications in her/his absence for approximately 27,000 undergraduate students and recording the total number of bounce-backs.

 

The incumbent will assist the Editor, Undergraduate Calendar and Manager, Communications in proofreading all form proofs prior to printing or loading on the web.

Statistical Data

Specific Accountabilities

 

The Editor, Undergraduate Calendar and Manager, Communications may call upon the Examinations and Communications Specialist from time to time to undertake special projects and tasks.

Working Conditions