Examinations Coordinator

Department: Enrolment Services 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Manager, Registrarial Systems and Scheduling

Employee Group: WLUSA 

Application Deadline: 10/28/2026 

Requisition ID: 11846 

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

The Examinations Coordinator reports to the Manager, Registrarial Systems and Scheduling and is a member of the Registrarial Services team. The incumbent is responsible for the final examination scheduling and administration for the Waterloo and Virtual campuses. Developing an exam schedule that supports the well being of students and ensuring the academic integrity of final exams.

The Examinations Coordinator must work with a high level of accuracy. The coordinator corresponds with staff at both campuses including Examinations, Scheduling & Bookings, Online Learning, Accessible Learning, and other areas as needed, in addition to our institutional partners.

The position calls for a combination of strong administrative and coordination skills, the ability to handle numerous tasks simultaneously with a high level of accuracy and the ability to interact with a variety of clients. The successful candidate will also need to work with a high degree of independence and exercise judgment and discretion in the organization and performance of duties.

Accountabilities

Co-ordinate Scheduling and Administration of Final Examinations

• Responsible for all aspects of final examinations scheduling and administration for Waterloo and Virtual campuses for the following terms:
  • Fall
  • Winter
  • Intersession
  • Spring
  • Summer
• Coordinates the data collection and preparation activities for all final examinations for the Waterloo and Virtual campuses
• Creates and maintains final examination schedules for the Waterloo and Virtual campuses using the scheduling system
• Hires, schedules and supervises examination proctors for Waterloo and Virtual on campus examinations
• Provides support outside normal working hours for examination emergencies for Waterloo and Virtual on campus exams
• Responsible for coordinating virtual exams with colleagues on the Brantford and Milton campuses
• Responsible for coordinating with Accessible Learning in support of final examinations
• Responsible for coordinating with Special Constable Services in support of final examinations
• Responsible for coordinating with Teaching and Learning in support of final examinations
• Responsible for coordinating with Facilities and Asset Management in support of final examinations

Co-ordinate Scheduling and Administration of Deferred Final Examinations

• Responsible for all aspects of deferred final examinations scheduling and administration for Waterloo and Virtual campuses for the following terms:
  • Fall
  • Winter
  • Intersession
  • Spring
  • Summer
• Coordinates the data collection and preparation activities for all deferred final examinations for the Waterloo and Virtual campuses
• Creates and maintains deferred final examination schedules for the Waterloo and Virtual campus manually
• Hires, schedules and supervises examination proctors for Waterloo and Virtual on campus deferred examinations
• Provides support outside normal working hours for deferred examination emergencies for Waterloo and Virtual on campus exams
• Responsible for coordinating with Accessible Learning in support of deferred final examinations
• Responsible for coordinating with Teaching and Learning in support of deferred final examinations

Exam Administrative Responsibilities

• Responsible for maintaining and ordering supplies in support of final examinations for the Waterloo campus
• Responsible for payment of proctoring timesheets through Payroll for all final examinations and deferred final examinations
• Responsible for reporting of Academic Irregularities that occur during all final examinations and deferred final examinations

Other Duties

• Responsible for processing of Scantron bubble sheets when Bookings and Scantron Administrator unavailable
• Prepares reports and works on projects as assigned by the Manager, Registrarial Systems and Scheduling
• Consults routinely with Registrar’s Office, Student Services and institutional partners as needed for the purposes of information exchange and problem solving.
• Keeps informed on all areas of Registrarial Services and actively seeks out cross-training opportunities in order to provide support and back up during holidays and absences

Qualifications

• Completion of high school plus one-year post-secondary diploma
• Minimum one year of administrative experience
• Experience with scheduling in a post-secondary setting is an asset
• Proven experience as a team player
• Ability to adapt to changing situations
• Excellent written and verbal communication skills
• Problem solving skills required
• Ability to coordinate a multitude of priorities and tasks
• Excellent phone manner, 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,)
• Ability to assess situations and work independently as appropriate
• Knowledge of Banner, COGNOS, and Microsoft Outlook and Calendar.

Hours of Work

This is a Full-time, Continuing opportunity. The normal hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure 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: $39.87 - $42.15 per hour with an annual step progression on anniversary date up to $45.57 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 People and Culture. 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.