Exam Assistant, Student Records
University of Winnipeg
Winnipeg, MB

Responsible for ordering, keeping track and preparation of examination supplies.
Creates, updates and produces instructional information sheets for instructors with regard to exam adjudication as well as grading processes according to Senate regulations and University policies.
Contacts academic departments to verify published exam information in order to update the exam timetable and locates suitable alternate space for exams if required.
Verifies that proper documentation has been received in cases of exam day/time changes and processes the updated changes to those exams and distributes revised copies of the examination timetable to Academic Departments and Student Services.
Arranges set-up of Exam Centres, and books all exams to be written in these areas.
Arranges for the set-up by Physical Plant of dividers in classrooms for exams.
Responsible for printing the nominal roll which accompanies every written exam.
Receives exams from Academic Departments, records receipt, files the Student Records copies and sends the originals for duplicating.
Responsible for picking up exams from Printing Services and verifying examination count and pages for accuracy and legibility.
Provides examinations to Accessibility Services for students who are writing the exams with accommodations.
Ensures that all examinations are accounted for and ready for pick up by instructors on the examination date.
Maintains confidentiality, security and integrity of all examination processes.
Responsible for processing Senate appeals and appeals that are granted by the academic instructors, entering changes to the student’s record and ensuring that the revised grades are received.
Responsible for the receipt of incomplete term work by the assigned deadline, and forwarding it to the academic instructor accompanied by the grade register on which the grade is to be reported.
Responsible for scheduling deferred exams, arranging for an invigilator and the room for the exam, and returning the exams to the academic instructors
Responsible for receipt, distribution and follow up of appeals against final grades and payment.
Maintains confidentiality, security and integrity of all appeals and examination processes
Runs reports listing missing grades after grade entry deadlines and corresponds with Academic Departments to inform them of the missing grades.
Enters missing grades in to Student Information System (Colleague) when submitted by Academic Departments.
Runs the CCI Report to be used by academic departments in the grade approval process. Provides the reports to DRC Chairs as well as information on procedures and how to interpret the report.
Advises appropriate departments when academic grades are not approved (withheld) by the departments and notifies them when the grades have been approved.
Sends grade registers for individual missing grades to instructors for completion and return to Student Records.
Processes individual grade changes received for various reasons (i.e. missing grades, Departmental grade changes, etc.).
Verifies student status following grade changes for possible changes in status and notifies the student, by email, of a grade change.
Responsible for producing the Academic Standing Changes Report which lists all students whose status has been changed for the term and to verify that the change to the status of each student on the list is accurate.
Software update testing – verifies in the Test environment that all applications related to exam and grade processing functions are not adversely affected by the planned software updates and reports any defects to the Coordinator of Student Records for resolution by the Technology Solutions Centre.

High school completion
Undergraduate degree or a combination of related experience
Four years of directly related experience preferably in a university environment

Ability to:
organize and manage time sensitive duties
provide a high level of attention to detail
deal with staff, students and the public in a professional and courteous manner
display strong communication skills, both written and oral
adhere to schedules and deadlines
treat personal information with confidentiality
quickly learn and interpret university policies, rules and regulations as they pertain to Student Services
make decisions independently
take initiative to identify and solve problems as they arise
demonstrate knowledge of computer programs with strong data entry skills
work independently as well as participate effectively as a member of a team
work overtime and be flexible in taking vacation times at non-peak periods

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff/faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, members of racialized communities, Indigenous persons, persons with disabilities, and persons of any sexual orientation or gender identity to confidentially self-identify at time of application. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

The Collective Agreement between The University of Winnipeg and The Association of Employees Supporting Education Services (AESES), Clause 6.3, Selection for Vacancy, states: The Employer agrees that Employees with seniority shall have preference in connection with appointments so far as it is practicable to do so, provided that their qualifications are relatively equal.