Scheduling and Exam Assistant - Office of the Associate Dean

Job Description


Department, Unit or Project Description:

With over 8,000 undergraduate students and 215 faculty members, the Faculty of Science is an integral part of McMaster University. The Office of the Associate Dean, Undergraduate Studies is committed to providing excellent service to prospective and current students, staff and faculty members. We are embarking on an Online Learning Project, launching Spring 2025 where 15+ courses will be delivered online to our undergraduate study body. We require staff for test and examination support of these online Spring classes.

A Scheduling & Examination Assistant to be hired to assist with organization, scheduling and oversight of online and in-person testing and examinations for online courses in the Faculty of Science for Spring 2025. Assistant will oversee booking testing space, organizing invigilators and liaising with other central offices for student test accommodations.

Current undergraduate students, graduate students, or full-time employees are NOT eligible for this position.

Job Summary:
Provide support for examination administration. Responsible for providing assistance to the Scheduling and Examination Officers to support general administration of all undergraduate examinations, course scheduling and rooming. Allocates rooms for both academic and non-academic purposes.

Accountabilities:

Support undergraduate timetabling by assigning classrooms for both academic and non-academic purposes and maximize the utilization of rooms based on various criteria.
Resolve reported conflicts or issues in all undergraduate classrooms and assess the impact on students.
Prioritize and reallocate classrooms for courses and events based on need, size, location, and access.
Conduct database searches to determine the appropriate room type to accommodate requests.
Provide scheduling and examination procedures, rules, and regulations information to others.
Schedule and check shift assignments for invigilators to ensure adequate coverage for examinations.
Input financial and other information required to process payroll for exam invigilators.
Review the format of examinations to ensure that they conform to established University standards.
Monitor generic email accounts and respond to emails.
Enter data into database to schedule and administer examinations.
Provide reports to Security and Facility Services to inform them of classrooms being used after hours and on weekends.
Post room change notifications as required.
Order and maintain supplies inventory.
Qualifications:
Education: 2 year Community College diploma in Office Administration or a related field of study.

Experience: Requires 1 year of relevant experience.

Assets:
We are looking for a mature, responsible, reliable and committed individual who is fluent in English (spoken and written) and can communicate effectively (read clearly). Individual must be able to work in a stressful environment; handle difficult situations; resolve problems; oversee and supervise examinations and ensure that guidelines and regulations for the integrity and security of the examination papers and procedures are followed during examination sessions. Ability to lift materials in boxes/bags (which may be a variety of sizes and weight) is required, as well as the ability to stand for a longer period of time.

The Assistant is bound by the Academic Regulations as set by McMaster University policies. Must be able to work independently or as part of a team.

Proficiency in utilizing Zoom and Avenue2Learn (or similar platforms).


Additional Information:

Spring term: May 5 – June 20, 2025.
Summer term: June 23 – August 8, 2025.

Candidate must be able to work Monday to Saturday anywhere from 8:30am to 10:30pm. Hours are assigned on the basis of need, determined by the number of examinations scheduled and on the availability of the incumbent. Minimum number of work hours cannot be guaranteed. Must be able to commit to working throughout the entire spring and summer period.


Selected applicants will be contacted by e-mail.


How To Apply


To apply for this job, please submit your application online.


Employment Equity Statement


McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

Human Resources Service Centre at +05-525-+140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 2367+
to communicate accommodation needs.


Hybrid Work Language


To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.


Interview Experience


At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.