Exams Coordinator

Job Summary

Reporting to the Assistant Registrar, Timetable and Scheduling Systems, the Exams Coordinator is responsible for the planning, coordination, scheduling, and delivery of all internal and external examinations. This includes centrally‑scheduled final exams for three exam periods each academic year, deferred and make‑up exams, and externally administered or proctored exams delivered on behalf of third‑party organizations. Operating in a high‑volume, deadline‑driven environment, the incumbent ensures that examinations are delivered in a manner that is secure, equitable and compliant with academic regulations.

Key Responsibilities

• Coordinate the scheduling and delivery of centrally administered final exams for undergraduate and graduate courses, in alignment with Registrar and Senate‑approved academic regulations and examination policies.
• Coordinate exam logistics, including room bookings and space optimization, exam material requirements, seating plans and accessibility needs.
• Coordinate external and third‑party exams professional licensing, distance education, visiting student exams), ensuring adherence to both University and external partnership/client requirements.
• Schedule, train, and assign invigilators, chief invigilators, and support staff for exam periods, ensuring coverage and compliance with procedures.
• Ensure compliance with academic regulations and examination policies, privacy and information security requirements, accessibility, and accommodation standards
• Act as a primary point of contact during exam periods for operational issues, including student concerns, invigilator inquiries, academic integrity issues, emergency or contingency situations.

Note

The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

• Undergraduate degree or an equivalent combination of education and experience, with a minimum of three to five years of progressively responsible experience in a university environment (or an equivalent combination of training and experience).
• Demonstrated expertise coordinating complex, time-sensitive operations within a post-secondary or large institutional environment.
• Proven problem-solving abilities and strong organizational skills, with the capability to manage competing priorities effectively under pressure.
• Experience in a high-volume customer service environment.
• Experience working with administrative or student information systems and databases.

Assets

• Proficiency with Banner Production
• Experience with InfoSilem EnCampus software products, or similar.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s and competencies, in particular:

- Self-Awareness & Professionalism
- Communication
- Service
- Relationship Building
- Resource & Process Management

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.