Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
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Program Assistant, Durham Campus Exam Centre
SO-398
1241
2
Trent University Durham
Director, Student Affairs – Trent University Durham
Last Reviewed:
January 30, 2015
Job Purpose
The Durham Campus Exam Centre Program Assistant is responsible for the ongoing
administrative support needed at the Exam Centre. The program assistant will assist the
Counsellor/Accessibility Advisor in organizing and preparing ongoing test and note taking
support for students registered with Accessibility Services, professor requested tests, and
external exam proctoring.
The Program Assistant coordinates and promotes the Durham campus note taking program,
which assists students who may not be able to accurately see or hear lectures due to a disability.
Key Activities
Exam Centre:
1. Scheduling of tests in coordination with professors and adhering to University exam
protocols.
2. Assigning invigilators and completing room bookings for scheduled tests.
3. Receive and keep secure according to procedures, both hard copy and electronic copies
of tests and pertinent administration instructions.
4. Maintain confidentiality of students with disabilities and test/exam information.
5. Ensure compliance with Trent University examination regulations, or the regulations as
specified by the External Institution for which we are invigilating the exam.
6. Responsible for administrative procedures including maintaining records.
7. Promote and coordinate external examination bookings.
8. Collecting and processing fees and maintaining financial records.
9. Exam Proctor or relief for proctors employed during the exam period.
10. Organize and maintain exam centre laptops, software, equipment, and supplies.
11. Other administrative services; assist the Counsellor/Accessibility Advisor and/or Director
in other duties.
Job Number: SO-398
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Last updated: January 2, 2015
Note taking:
1. Working closely with faculty and the Durham campus staff, recruit volunteer note
takers.
2. Serves as a contact point and support for volunteer note takers.
3. Organizes distribution of course notes taken by note takers.
4. Scan and upload notes submitted by volunteer note takers on a timely basis.
5. Organizing volunteer appreciation.
6. Other administrative services; assist the Counsellor/Accessibility Advisor and/or Director
in other duties.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
Secondary School Diploma required.
Experience Required
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One year of customer service experience in an office environment.
Ability to adhere to Trent University’s policies concerning persons with disabilities,
commitment to accessibility, accommodations for students with disabilities, academic
integrity and academic misconduct.
Intermediate level skills and experience with computers and software such as MS Office,
the internet, and email required.
Excellent organizational skills.
Excellent interpersonal and communication skills.
Demonstrated skills in, and commitment to, customer service and continuous
improvement.
Demonstrated ability to work well and quickly under pressure with minimum
supervision.
Ability to maintain the confidentiality of student information, requests and
accommodations.
Job Number: SO-398
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Last updated: January 2, 2015
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Ability to work evenings and weekends, as required.
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Job Number: SO-398
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Last updated: January 2, 2015
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
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Signature:
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Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
Signature:
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Immediate Supervisor:
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Date:
Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-398
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Last updated: January 2, 2015