Proctor Psychological Assessment Coordinator (Bilingual)

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Position Overview

Do you believe that communication is one of the key success factors within an organization? Is working as part of a team to support the day to day functions of an organization your ideal working environment?

If so, we have the perfect role for you!

As a Bilingual Proctor Psychological Assessment Coordinator for our Health team, you will provide coordination and administrative support for all aspects of the psychological assessment processes, with a primary focus on the first stage (testing).

Responsibilities

o       Ensuring that all contract requirements and deadlines related to the coordination of the psychological assessment process are met or exceeded on assigned contract(s).

o       Act as a point of contact for candidate inquiries throughout the assessment process via phone and email.

o       Monitor and maintain shared inboxes and databases to ensure accurate records for self, team members and management.

o       Provide support/backup to other PACs and colleagues as and when required, if possible, with direction from management.

Duties specific to a PAC assigned to the Proctor Program:

Candidate Interaction:

      Inviting candidates to test sessions via email (and sometimes phone), responding to their questions, and tracking their responses accurately and in a timely manner in the database.

      Working collaboratively and proactively with the necessary team members (SPACs, PACs, CMs, and office administrators) when there are challenges or unexpected delays in communicating with candidates.

Meeting Venue Interaction:

      book meeting room venues for testing sessions nationally via email (and sometimes phone); track bookings in a database and communicate promptly with necessary parties (e.g. other team members and/or proctors)

      maintain a positive business relationship with venues by corresponding professionally via phone, email and fax, being friendly and approachable.

      Act as a main point of contact for venues.

      Support the Senior PAC – Proctor Program with collecting, tracking and processing venue invoices and monitoring monthly expenses related to test venue bookings, including corporate credit card usage.

Test Proctor/Administrator Interaction:

      Share meeting room venue bookings with test proctors via confirmation of the address, dates and times for their shifts to ensure effective delivery of service.

      Support the Senior PAC – Proctor Program in acting as a point of contact for all test proctors, including requesting their shift availability, approving time sheet entries, and responding to inquiries.

      Supporting test proctors in preparation for each testing session, including preparing and sharing candidate attendance lists and verifying all proctors have necessary consent forms and test supplies in advance of their test sessions.

      Support the Senior PAC – Proctor Program in training and onboarding new proctors virtually, or in-person if local, during business hours.

      Provide supplemental training when requested or when required as part of a performance improvement plan with support from the Senior PAC – Proctor Program as required.

      Monitoring proctors’ performance to ensure a consistent test administration process is executed nation-wide. Provide feedback on proctors’ performance to Senior PAC – Proctor Program when deviation from the expectation is noticed or suspected.

Internal Team Interaction:

      Work closely with the Senior PAC – Proctor Program and other Proctor Program PACS to ensure service delivery; and to collaboratively advise of challenges with people or processes in completing the above tasks to the quality of service expected in the timeframe expected.

      Maintain the shared internal database accurately and promptly upon new information received.

On-Call duties:

      Be prepared for on-call support to proctors, venues and candidates for test sessions taking place during regular business hours.

      As and when required, provide on-call support to proctors, venues and candidates during test sessions, occurring outside of regular working hours such as evenings and/or weekends.

Qualifications

•        Minimum 2 years’ experience in a Customer Service or Administrative role

•        Excellent written and oral communication skills

•        Ability to easily switch between different activities and reschedule priorities (sometimes on an hourly basis)

•        Strong organizational skills, including filing and recordkeeping

•        Ability to recognize any problems or delays and promptly and efficiently bring these issues to the attention of management

•        Experience using scantron hardware and software is considered an asset (IE: On-Site Pro and/or Q-Global/Q-Local)

•        Any experience or knowledge of psychological assessment processes such as testing materials will be considered an asset

•        Bilingualism (English & French) is a requirement for this position 

Additional Requirements

• This role may require some in-person training or monthly meetings at our Kanata (Ottawa) office location but otherwise will be worked remotely

• The successful candidate must possess or be eligible to obtain a Canadian Government Security Clearance at the Reliability status AS WELL AS RCMP Enhanced Reliability Security Clearance & PSPC Reliability Status

Job Title: Proctor Psychological Assessment Coordinator (Bilingual)

Requisition Number: 1367

Date: April 23, 2024

Location 1: Burlington, ON

Remote: No

Business Unit: Health

Department: Health Services

Job Type: Full-time

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