Program Operations & Exam Coordinator

At theUniversity of Waterloo we create and promote a culture where everyone can reach their full potential. As an employee you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life together. The University is a welcoming workplace for those of all abilities interests and expertise. As part of our workforce you can do what you do best every day.

Learn more about our recruitment process.

Job Requisition ID:

Time Type:

Employee Group:

Job Category:

Employment Type:

Department:

Hiring Range:

Posting Information:
This posting is for an existing vacancy.

Internal deadline is Friday July 3rd at 11:59 PM

Job Description:

Primary Purpose

The Program Operations and Exam Coordinators primary responsibilities include pay administration for the School of Accounting and Finance (SAF) for casual employees; administration of all SAF midterm and final exams; and assisting with the day-to-day responsibilities of the SAF Program Office. The Coordinator provides a high level of customer service to both internal and external stakeholders and applies their thorough knowledge of payroll related legislation University policies related to HR graduate and undergraduate programming and SAF processes and procedures to ensure payroll and exams are administered in a compliant accurate and timely fashion. Due to the nature of the role the Coordinator will encounter confidential information and situations that will require sound judgement tact and discretion.

Key Accountabilities

Payroll Administration

Manages the hiring data entry and reporting for 400 casual/coop student payroll positions in compliance with Human Resources guidelines and deadlines each term.

Reviews pay related submissions for completeness accuracy and compliance with University policies and SAF procedures.

Processes bi-weekly casual payroll for graduate students proctors markers fellowship students research and course assistants.

Produces and analyzes Workday and other system reports and employs exceptional trouble shooting critical thinking and data analysis skills.

Supports Workday HR System onboarding for new hires and trains on UW HR procedures.

Organizes maintains and files documentation related to the payroll function for audit purposes.

Deals with sensitive data or personal information in a confidential and professional manner using sound judgement to escalate matters to SAF management or HR as needed.

Ensures compliance with the Employment Standard Act (ESA).

Financial Administration and Reporting

Generates payroll and hiring reports and reconcile for budgeting purposes.

Produces off-cycle payments or adjustments as required.

Monitors and maintains SAF inventory of office exam and program supplies keeping within budget limitations.

Initiates purchases for office supplies and program support items using PCard or purchase requisitions and maintain supporting documentation.

Adheres to all Finance-related policies regarding procurement and payments.

Reconciles P-Card transactions to statements on a monthly basis and maintain supporting documentation for internal audit purposes.

Communications with internal and external stakeholders

Responds to inquiries related to hiring administration and exam support matters from internal and external stakeholders in a timely fashion.

Performs research where necessary to provide an accurate answer.

Maintains current understanding of University policy procedural and administrative requirements related to payroll procurement and exam administration communicates these requirements to all stakeholders to ensure compliant and consistent transaction processing.

Provides functional assistance with regard to Workday Payroll self-service features.

Exam Administration

Manage the administration of all SAF midterms and final exams for 20-35 courses each term adhering to all University of Waterloo exam policies and procedures.

Co-manages assigned seating plans for all SAF exams to confirm room resources are sufficient for class sizes.

Arranges and leads proctor meetings with faculty members prior to each exam.

Acts as SAF liaison for the AccessAbility Services Office to administer all exam accommodations.

Maintains a close working relationship with the Registrars Office and W Print to ensure exams are printed and delivered accurately and timely

Ensures timely and professional communication to Faculty members proctors and relevant staff about exam details.

Coordinates with W Print on exam scanning and authorizes the delivery/quality control of final exam papers at the secure exam locations.

Ensures the secure handling of exam materials and storage.

Responsible for supervising all SAF proctors - recruits hires trains and schedules proctors to administer exams using assigned seating.

Manages proctor relationships addresses attendance issues and ensure exam proctor coverage.

Resolves all proctor-related issues including conduct and professional behavior.

Manages the proctor payroll process.

Administrative and Operational Support

Back up and assist with the following duties:

Customer service support and general assistance to all internal and external enquiries.

Common duties pertaining to ordering supplies booking rooms and maintaining AV equipment.

Manages facilities issues for building and classrooms reporting to Plant Operations and preparing work orders including repairs of furniture AV equipment and asset disposal.

Responsible for daily security of administrative areas locking/unlocking doors each day.

Receives and distributes all mail and prepare outgoing courier through online shipping systems.

Maintains confidential storage and disposal of files and exams according to retention policy.

Updates signage for offices mailboxes and bulletin boards.

Coordinates departmental recycling initiatives.

Provides administrative support for special projects and all SAF program requirements and other duties as required by unit.

Required Qualifications

Education

Post-secondary education in Business Administration or equivalent combination of education and experience.

Experience

Two or more years of front-line reception customer service or administrative experience in a complex dynamic environment.

Experience in an academic environment is considered an asset.

Knowledge/Skills/Abilities

Strong customer service skills to respond to diverse inquiries independently and provide accurate information in a concise manner

Able to develop and maintain effective working relationships

Strong oral and written communication skills

Accuracy and attention to detail

Proven analytical and problem solving skills

Ability to set priorities and handle multiple deadlines

Intermediate skills in Microsoft Office suite including creating excel formula and data management

Experience with Workday payroll system and general payroll knowledge

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.