Coordinator, Exams and Events, Academic Health Sciences

Coordinator, Exams and Events, Academic Health Sciences

The Clinical Learning and Resource Centre (CLRC) provides simulation-based education and assessment for the University of Saskatchewan Health Sciences. The unit collaborates with Health Science Colleges and national professional licensing bodies to deliver high-stakes Objective Structured Clinical Examinations (OSCEs), licensing exams, and large-scale simulation events. Its work directly supports learner assessment, professional certification, and the strategic priorities of USask Health Sciences, making it a highly specialized and impactful environment.

Primary Purpose: The Exams and Events Coordinator is responsible for coordinating the planning, execution, and evaluation of OSCEs, licensing exams, and related events for internal and external stakeholders. The role focuses on delivering high-quality events through effective planning, strong relationship building with Health Sciences partners and national licensing bodies, and ensuring all activities align with contractual obligations and advance the strategic priorities and reputation of USask Health Sciences.

Nature of Work: This position reports to the CLRC Manager and works within a fast-paced, deadline-driven environment involving collaboration with internal stakeholders and external licensing bodies. The role requires a high level of independent judgment, discretion, and problem-solving, particularly due to the confidential and high-stakes nature of exams. The Coordinator manages multiple concurrent events, prioritizing competing demands and making operational decisions to ensure successful delivery. The work is cyclical, with peak periods during major exam seasons (typically spring and fall). Evening and weekend work is frequently required, with overtime accumulated during the busy season and taken as time in lieu during slower periods. The role is primarily on-site and may involve moderate/heavy physical activity such as pushing/pulling carts, lifting equipment, setup, and prolonged standing.

Typical Duties or Accountabilities:

• Collaborate effectively with CLRC partners, faculty, staff, and program teams in the planning, coordination, and delivery of OSCEs and other CLRC events.
• Plan, coordinate, execute, and evaluate OSCEs, licensing exams, and other events (, conferences, MMIs, mock OSCEs, large-scale simulations) in alignment with USask Health Sciences contractual agreements.
• Lead recruitment, training, supervision, and assignment of examiners and event staff, as needed.
• Serve as lead exam site administrator, providing direction, coordination, and real-time problem-solving during events.
• Liaise with licensing bodies before, during, and after exams as required.
• Manage all aspects of event logistics, including:
• Space booking and room setup/takedown
  
• Catering coordination
  
• Equipment and prop procurement
  
• Staff scheduling and workflow coordination
  
• Handling secure shipments and exam materials
• Assist in developing and implementing policies, procedures, and practice standards aligned with best practices.
• Ensure all events and exam programs comply with University regulations, collective agreements, policies, and guidelines.
• Maintain strict confidentiality across all exam and event processes.
• Create, maintain, and manage secure event databases.
• Maintain accurate time tracking and reporting aligned with budget constraints.
• Monitor budgets and contribute to financial oversight of events.
• Prepare and provide financial reports following events/exams.
• Perform other related duties as assigned.

Education: A relevant undergraduate degree is preferred. A combination of education and significant relevant work experience may be considered.

Experience: One to three years’ experience planning, coordinating and managing events required. Experience working in a post-secondary environment or other large organization would be an asset. Experience working the various professional licensing exams and OSCEs would be an asset.

Skills: Ability to manage multiple projects and work assignments with a variety of staff and volunteers; ability to anticipate project needs, discern work priorities, pay keen attention to detail and meet deadlines; demonstrated excellence in all aspects of event planning, coordination and implementation, including demonstrated creativity in problem solving and approach; highly effective interpersonal skills, including diplomacy, professionalism and tact; proven ability to maintain confidentiality; exceptional communication skills, both written and verbal; proven ability to work independently, collaboratively, and as an effective team member; the ability to build and maintain relationships with internal and external customers; superior customer service ethic and expectations for quality; creativity, self-motivation, and reliability; and working proficiency using the latest versions of Microsoft Word, Excel, PowerPoint, Access, Outlook, and Teams. Ability to manage a budget.