ORCA Administrative Coordinator

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This is a fully in-person/on-site role with no opportunity to work from home

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The ORCA Administrative Coordinator is responsible for coordinating the day-to-day operations of the ORCA program, ensuring efficient testing processes and maintaining high service standards. This role includes coordinating the recruitment, onboarding, and training of ORCA invigilators, as well as scheduling and resource allocation to meet operational needs. Additionally, they will monitor operational data, track trends, and support continuous process improvements within ORCA.

The ORCA is the first campus-wide centralized testing facility in North America and will be responsible for supporting online assessments across multiple faculties, units, and departments on the Vancouver Campus.

This position is shift work and weekend or evening work will often be required.

Organizational Status

The ORCA Administrative Coordinator will report directly to the ORCA Manager They will receive work direction from the ORCA Academic Director and will be expected to work in collaboration with faculty, staff and students from various departments and units within the University.

Work Performed

ORCA Operations:

·       Works with the ORCA Manager to recruit undergraduate/graduate student invigilators and facilitates their training using available resources; ensures new staff are effectively integrated into the team and trained on ORCA procedures.

·       Coordinate and schedule ORCA invigilators to sessions to maintain ORCA standards.

·       Provides timely, professional responses to inquiries from students, faculty, and staff, ensuring accurate information is delivered in a consistent and clear manner.

·       Analyze weekly testing demand and advise the ORCA Manager on recommendations for operational planning.

·       Provides input to the ORCA Manager on quality assurance of our services and coordinate the evaluation processes of ORCA proctors.

·       Oversees the efficient use of consumables, ensuring all resources are stocked and available for use. Monitors inventory levels and reorders supplies as necessary.

·       Coordinates the ORCA Intake Survey, ensuring accurate collection and organization of data from faculty members requesting ORCA services.

·       Schedules ORCA assessment sessions to meet assessment demand.

·       Coordinates scheduling requests, adds assessment sessions, and recruits additional proctors for extra security during final exam periods.

·       Addresses missed reservations and adjusts exam windows in accordance with instructor requests and ORCA availability.

·       Supports ORCA manager to handle academic and non-academic misconduct within the ORCA.

·       Follow standard procedures to triage academic and non-academic misconduct reports based on severity.

·       Serve as the primary point of contact for troubleshooting any issues that may arise, escalating to the appropriate contacts, which, based on the location of the facility and the nature of the situation can range from departmental IT staff, central IT staff, or building operations.

·       Cover for proctors when they are sick, missing, not available on short notice, or as operational needs demand

·       Handle urgent after-hours business, including addition/removal of sessions, proctors calling in sick (finding replacements, coordinating shift swaps)

·       Works with the Centre for Accessibility (CfA) and course staff to ensure that student testing accommodations are met.

·       Audits ORCA sessions to provide personalized training to support the success of proctors

·       Available to triage and resolve exam access issues and medical emergencies on weekdays after business hours

·       Coordinates room availability for final exams, ensuring equipment deployment, cleaning, organizing, managing supplies is done to maintain peak operations

·       Provide feedback to the proctor’s primary supervisor regarding their overall performance and path for growth.

·       Builds strong relationships with course instructors and Course Coordinators across campus to best support non-standard requests or feedback.

·       Identifies student support needs and communicates information back to course instructors or coordinators.

·       Enables instructors and programs by providing detailed, step-by-step guidance on setting up pilot projects within the ORCA. This includes helping instructors understand the program’s framework, explaining the procedures involved, and answering any initial questions.

·       Responsible for filming training videos, including demonstrating procedures and providing general information to support the training process. Ensures that the content is clear, accurate and effectively communicates the intended message.

·       Performs other duties related to the position and consistent with scope and classification level of position.

Data Collection and Reporting (10%)

·       Tracks and reports expenses for resources and operational needs required for the administration of the ORCA.

·       Monitors and analyzes trends in service usage within ORCA, compiling data to identify patterns or recurring issues. Provides feedback for improving ORCA policies and procedures, ensuring they support operational efficiency and align with best practices.

·       Drafts,edits and publishes ORCA documentation for internal and external audiences (brochures, posters, monthly newsletters, infographics, websites, social media accounts, etc.) as needed.

Consequence of Error/Judgement

Errors or poor judgment in this role can lead to significant operational disruptions, damage to academic integrity, and negative impacts on the reputation of the ORCA and the University. Mistakes in decision-making, resource allocation, or handling of sensitive situations may result in severe inefficiencies, extreme student dissatisfaction, or failure to meet regulatory, procedural, or UBC policy standards. The role requires a high degree of responsibility, as errors will have significant effects on the smooth operation of testing processes and the quality of service provided to faculty and students.

Supervision Received

Work is performed with independence under broad supervision from the ORCA Manager. The role requires exercising judgment and initiative. Escalates to the ORCA Director for complex or strategic issues.

Supervision Given

Oversees the work of student invigilators. Ensures adequate training is provided in order to perform the duties of their role.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

-A Bachelor's degree in a relevant field such as Education, Administration, or Technology, Management, or an equivalent combination of education and experience.

-Experience in supervising and coordinating staff, including training, scheduling, and performance management.

-Experience providing first level technical support is required.

-Strong organizational and time management skills to effectively manage multiple tasks and deadlines.

-Analytical skills for assessing operational trends and making data-driven recommendations for improvement.

-Excellent communication skills, both written and verbal, to interact with faculty, staff, and students in a professional and clear business English.

-Ability to work both independently and as part of a collaborative team.

-A detail-oriented approach, with the ability to spot issues and make corrections before they escalate.