In-Person Assessment Coordinator (Virtual Courses)

Department: Enrolment Services 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Milton 

Reports to: Scheduling Systems Implementation Manager 

Employee Group: PAG 

Application Deadline: July 28, 2026

Requisition ID: 11442 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

This role is responsible for coordinating in-person midterms and tests for virtual courses across multiple campuses, ensuring efficient scheduling and space usage. It involves managing proctor logistics, exam materials, and off-campus assessment processes while maintaining academic integrity and institutional standards. The position also supports contingency planning for disruptions, provides centralized support to instructors and students, and ensures timely communication of assessment schedules. The role includes tracking data, preparing reports, and continuously improving assessment coordination systems and procedures.

This position has a university-wide mandate and is based at the Milton Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, locations in Kitchener and Milton, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities 

Scheduling and Coordination of In-Person Midterms and Tests for Virtual Courses

• Schedule common in-person midterms and tests for virtual asynchronous, virtual synchronous and virtual hybrid courses across multiple campuses.
• Wherever possible, balance the scheduling of in-term assessments in consideration of preventing student conflicts while also maximizing space and proctoring efficiency.
• Secure spaces and coordinate bookings for in-person midterms and tests across multiple campuses.
• Ensure the booked buildings are open and accessible to all students, including those using virtual OneCards, by confirming door access permissions and providing alternative entry solutions where needed.
• Support contingency planning for disruptions (e.g., weather-related cancellations), including tracking which in-person midterms and tests are designated as common across campuses and sections, are required by the instructor to be cancelled should an exam not run at a campus.
• Ensure that if a campus closure affects a common in-person midterm or test, appropriate cancellation protocols are followed and communicated.
• Maintain and regularly update exam centre selection data submitted by students and use this information to plan and assign in-person midterms and tests to the appropriate campus.
• Coordinate the posting of in-person assessment schedules online to ensure timely and accurate access to in-person tests and mid-term dates, times, and locations across all campuses.
• Coordinate the off-campus proctoring process for in-person midterms and tests, ensuring procedures align with institutional standards.
• Track all off-campus proctoring activity and serve as the designated shipper and receiver for related exam materials, ensuring secure handling, timely delivery, and proper documentation throughout the process.
• Ensure the exam writing at an Outside Centre fee is applied for students writing in-person midterms and tests off campus.
• Invigilate examinations
• Coordinates assessment re‑scheduling following approval, ensuring compliance with established policies.

Proctor Management and Exam Materials Logistics

• Arrange and coordinate proctors for in-person midterms and tests and Milton-only final exams.
• Coordinate payroll processing for in-person midterm and test proctors and ensure associated costs are charged to the funding source.
• Provide training for proctors focused on institutional exam regulations and procedures, with an emphasis on maintaining academic integrity and ensuring consistent exam administration across all campuses.
• Coordinate the shipping, tracking, and handling of test and mid-term related materials across campuses, including attendance sheets, incident report forms, blank paper, scrap paper, scantrons, exam booklets, and other necessary supplies, to guarantee consistent availability and support for in-person assessment.
• Oversee the secure packaging, shipment, and return of completed exams and materials, ensuring they are accurately tracked and delivered back to the appropriate instructor in a timely manner.
• Maintain records of supplies used at each campus and coordinate chargebacks to the appropriate area to ensure accurate cost recovery and budget accountability.
• In collaboration with the Virtual Assessment Coordinator in eLearning, ensure virtual support has been scheduled for any in-person assessments using technology.
• For in-person assessments that will be writing on devices, ensure proctors are aware of required technologies, and when to contact the support team in the event of technical challenges faced by students.
• Assists examinations team with proctoring and proctor management for final examinations as needed

Instructor and Student Support

• Act as a central point of contact for in-person mid-terms and tests for instructors teaching virtual asynchronous, virtual synchronous, or virtual hybrid courses.
• Address student inquiries related to in-person assessments (non-final exams) for virtual courses.
• Collaborate with the final exam scheduling team to align practices and procedures where appropriate, ensuring a consistent and coordinated approach that best supports faculty and students across all campuses.
• Develop and maintain detailed documentation for students who qualify to write an exam off-campus regarding the responsibilities to make arrangements including timelines, forms, appropriate proctors, etc.

Data Tracking, Reporting, and System Management

• Track and analyze assessment logistics data (e.g., number of exams coordinated, proctor usage, incidents).
• Prepare reports for AVPA Office and Enrolment Services on assessment coordination outcomes and recommendations.
• Maintain accurate records of exam schedules, proctor assignments, and assessment materials.
• Design and maintain user-friendly submission forms and procedures to streamline the process for instructors coordinating in-person assessments, ensuring clarity, consistency, and ease of use across campuses.
• Provide feedback and recommendations to improve assessment coordination processes, with a focus on enhancing the experience for both students and instructors and identifying opportunities for operational efficiencies.

Deferred Examinations (Enrolment Services)

• Coordinates scheduling, space bookings, proctoring, and assessment logistics for deferred final exams across campuses, ensuring consistency with institutional policies and academic regulations.
• Maintains accurate records of deferred final exam activity to support reporting, audit requirements, and continuous improvement
• Serves as a centralized coordination function for deferred final examinations, bridging academic, administrative, and operational processes.
• Develops and implements streamlined processes to reduce reliance on manual data entry and improve accuracy and efficiency.
• Ensures deferred examination fees are accurately applied to student accounts in accordance with institutional policies.
• Ensures deferred examinations are available at the campus where the student was scheduled to write the original examination.
• Tracks and maintains deferred examination data to support planning, reporting and continuous improvement.

Qualifications

• Minimum 1-year post-secondary education
• Minimum 1 year experience with scheduling in a post-secondary setting
• Commitment to continuous improvement in service quality and stakeholder experience
• Proven experience as a team player
• Ability to adapt to changing situations
• Demonstrated ability to deal with interruption and conflicting priorities
• Excellent written and verbal communication skills 
• Problem solving skills required
• Ability to coordinate a multitude of priorities and tasks
• Excellent customer service skills and the ability to make judgement calls and react with tact and diplomacy
• High degree of accuracy in the performance of all tasks
• Excellent computer skills including knowledge of Microsoft Office software (i.e. Word, , Excel, Teams)
• Ability to assess situations and work independently as appropriate

Hours of Work: This is a full-time, limited term (1 year) contract. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to assessments and examinations. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation:

Level: D

Rate of Pay: $38.80 to $41.02 per hour with an annual step progression on anniversary date up to $44.35 per hour.

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.