Position Overview:
The Exam Coordinator is responsible for the smooth execution of all examinations within the institution. This role involves the coordination of exam schedules, invigilation arrangements, communication with faculty and students, and ensuring compliance with academic and examination regulations. The Exam Coordinator will work closely with the administration and academic departments to maintain the integrity and efficiency of the exam process.
Key Responsibilities:
- Examination Planning and Scheduling:
- Develop and publish the examination schedule in collaboration with academic departments.
- Coordinate the availability of venues, materials, and resources required for exams.
- Ensure proper seating arrangements and adherence to capacity limits.
- Exam Preparation and Execution:
- Oversee the collection and preparation of exam papers from faculty.
- Coordinate printing, security, and distribution of exam materials.
- Ensure that all required equipment (e.g., answer sheets, calculators, etc.) is available and in proper working condition.
- Invigilation Coordination:
- Assign invigilators for each exam session and brief them on their responsibilities.
- Ensure invigilators are aware of exam rules, regulations, and emergency procedures.
- Monitor the exam venue for any irregularities or violations.
- Communication and Coordination:
- Serve as the contact point for exam-related inquiries from students and faculty.
- Communicate exam schedules, room assignments, and other relevant information to students and staff.
- Coordinate any special exam accommodations for students with disabilities.
- Exam Security and Integrity:
- Maintain strict confidentiality of all exam materials and student records.
- Ensure compliance with institutional policies regarding academic honesty and exam security.
- Address any incidents of cheating or misconduct during exams, following institutional guidelines.
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Post-Examination Activities:
- Manage the collection and safe delivery of completed exam papers to the grading faculty.
- Oversee the grading process and ensure the timely submission of results.
- Handle the logistics of re-examinations and retakes as required.
- Result Publishing and Record Maintenance:
- Ensure the timely and accurate publication of exam results.
- Coordinate with relevant departments for result verification and approval before publishing.
- Maintain comprehensive and secure records of all examination results, ensuring they are easily accessible for future reference and audits
- Address student queries regarding results and facilitate re-evaluation or rechecking processes as necessary
- Reporting and Record Keeping:
- Maintain accurate records of exam schedules, final attendance, and results.
- Data Entry and Management:
- Accurately enter exam-related data, including student grades, and exam details, into the system.
- Ensure that all data is correctly recorded and updated in both digital and physical records.
Qualifications:
Bachelor’s degree in education, administration, or related field.
Proven experience in educational administration or exam coordination.
Excellent organizational and time management skills.
Strong communication and interpersonal abilities.
Proficiency in Microsoft Office (Word, Excel, Emails, etc.) and exam management systems.
Preferred Skills:
Familiarity with exam policies and procedures within higher education institutions.
Experience working with digital exam platforms and student management systems.
Ability to handle confidential information with discretion.
Key Competencies:
Attention to detail
Problem-solving ability
Ability to work under pressure
Team coordination
Flexibility and adaptability
Controller of Examinations
