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Student Accessibility and Achievement
Student Accessibility and Achievement provide an array of learner support services to McGill students of all levels of study, including reasonable academic accommodations for those with documented disabilities of either a permanent, temporary, or episodic nature. They foster an accessible and inclusive university experience for McGill’s diverse student population in collaboration with other Student Services and the wider McGill community through resources and services.
Position Summary:
Under the supervision of the Associate Director,Examsand Operations, assists with the organization and administration of accommodated examinations for students with disabilities. Monitors and maintains database of scheduled exams, ensures appropriate exam measures are in place, including technical formatting, software and equipment setup, exam security, etc. Acts as a contact for policies and procedures governing examinations and exam security, resolves problems, instructs others on exam protocol. Liaises with/between faculties and students. Prepares drafts of exam-related materials used to communicate and publicize services and important information to students, faculty and administration. In consultation with Exam Centre management, updates exam-related content of the SAA Web Page and also SAA sections of University publications. Responsible for documents and files of the unit. Maintains computerized information systems. Performs related duties, as required.
Major Duties and Responsibilities:
- Provides support for the organization and coordination of student requests for all accommodated midterms, finals, tests, quizzes and deferred examinations, as well as incidental special exams. Liaises with the faculty to ensure all examinations are received and that policies governing information and formatting are respected. Ensures that exams are in alternate format as required, e.g. in Braille, enlarged, etc. Ensures necessary and appropriate hardware and software are available for the exam session. Verifies and compiles exam-related information. Works with faculty members and other administrative staff to administer exam accommodations.
- Oversees and coordinates the timely delivery of exam materials back to the department/faculty member. Responsible for the bundling of exams and maintenance of exam delivery records.
- Acts as resource person during extended hours for exam writing.
- Assists with the preparation of examination schedules and timetables. Distributes schedules to students and invigilators. Resolves schedule conflicts. Assigns invigilators their examination rooms with necessary specialized equipment, rooms and keys. Resolves problems related to invigilators, rooms, timing of exams, special arrangements/instructions from the professors, porters of buildings, etc.
- Coordinates the confidential printing, bundling, packing, storage and delivery of examination papers. Verifies results to ensure instructions have been followed accurately. Implements, ensures and enforces exam security measures in all exam locations.
- Recommends procedural changes to improve unit efficiency, including recommendations on casual staff requirements. Follows up on and ensures appropriate and timely implementation of decisions made by supervisor.
- Ensuring that all standards are met, and procedures are followed. Participates in cross training within the exam team, and other roles within the SAA as needed.
- Provides back up coverage for front desk administrative tasks for planned / unplanned absences. Is part of the SAA cross-trained Administrative team.
- Acts as resource person regarding the unit's policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
- Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.
- Provides detailed information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
- Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
- Updates and maintains database of exams scheduled (database may include: the date of exam, student’s name, course number, professor’s name, time of exam, room allocation, invigilator’s name, accommodations to be used and any other comments). Organizes and books rooms for all exams.
- Schedules exams, contacts participants, prepares relevant documentation and books appropriate space rooms.
- Ensures appropriate backups and contingency copies of important documents, and records are maintained and organized.
- Monitors inventory and purchases supplies and equipment. Arranges for servicing of office equipment.
- Participates in the training of both academic (scribes, sign language interpreters, academic aides, etc.) and administrative casual staff. Participates in the recruitment and training of invigilators (approximately 30,000 exams are invigilated annually).
Technical Support:
- Sets up and takes down technical equipment needed for exams.
- Ensures digital exam security in collaboration with other administrative staff.
- Prepares student staff on usage of assistive technology in an examination setting.
- Coordinates and completes exam document conversions (e.g. digital text, alternate formats, etc.).
- Enlarges documents.
Other Qualifying Skills and/or Abilities:
- Possess an understanding of and sensitivity to the needs of students with disabilities.
- Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times.
- Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly, efficiently, effectively and respectfully with diverse stakeholders.
- Must be accurate and possess superior attention to detail.
- Demonstrated ability to provide support for various administrative activities, including administration of accommodated exams and material conversion
- Proven ability to work autonomously and as a member of a team.
- Excellent problem-solving skills, demonstrated ability to assess and appropriately react in stressful situations.
- Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
- Proven discretion in dealing with confidential information.
- High level demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Excel and Outlook, Banner (BSA, SIS) and Minerva.
- Knowledge of French and English:McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 3 (advanced) on a scale of 0-4.
Hours: Hours will be between 7:30 a.m. – 6:00 p.m.; they are variable and dependent on the operational needs of the Office. Vacation restrictions apply during peak periods.
Minimum Education and Experience:
DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
(MUNACA Level F) $29.42 - $36.46
33.75 (Full time)
Associate Director, Exams & Operations
Position End Date (If applicable):
2026-12-31
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.
