COUNSELING AND TESTING - Administrative Asst/Testing Coordinator

Job Classification

  Hourly Full-time (35-40)

Position summary

Testing Coordinator/ Office Manager

Oversees office support and coordinates the testing offered through the Center.

Qualifications summary

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements Listed in the full position description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION OR EXPERIENCE

Minimum of four-year college or university degree preferred.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

TESTING COORDINATOR    60%

• Administers national, institutional, computerized and paper-base examinations.


• Personally proctors all Sunday testing administrations


• Administers personality and career tests and other CTC tests.


• Selects and directly supervises proctors during examinations


• Schedules rooms for all testing.


• Maintains communication with internal and external entities regarding all CTC testing


• Maintains security of testing materials.


• Assists students with test registrations.


• Orders all testing materials with CTC Director’s approval and maintains records accordingly


• Records receiving and returning of testing materials.


• Scores and profiles tests as needed.


• Receives and records contracts with testing organizations.


• Handles payment and billing for tests with CTC Director’s approval.


• Organizes and files testing materials.


• Notifies and sends test results to appropriate offices with proper release.


• Keeps test score reports current.


• Assists with the development and updating of testing procedure manuals


• Collects research data, compiles, and generates statistical reports for testing and submits to Director


• Reports regularly to the CTC Director

 

OFFICE MANAGER RESPONSIBILITIES 40%

• Orders all of CTC supplies


• Oversees the overall internal appearance of Center


• Supervises office receptionist/secretary


• Participates in the training of Center’s interns with respect to support services


• Greets visitors and helps them feel comfortable


• Consults with Director on problem solving of office matters


• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities. Records and prints minutes of meetings.


• Organizes and maintains testing file system,


• Supervises the maintenance of computers, software, and office machines


• Assists with outreach and program promotions such as the creation of posters & visuals for power point presentations


• Assists with the coordination of CTC social & professional events


• Coordinates Director’s schedule, manages staff appointments, arranges conference calls


• Assists CTC staff with the reimbursement process for approved expenditures


• Maintains CTC website in consultation with Director and university webmaster


• Assumes office receptionist/clerical duties during university recess periods and summer session when testing duties significantly decrease and receptionist is not in office

Supervisory responsibilities

Assists the Center Director in the supervision of the part time office receptionist/admin assistant

Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements Listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION OR EXPERIENCE

Minimum of four-year college or university degree preferred.

 

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, examination administration guidelines, and procedure Manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of students.

 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

 

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 

CONFIDENTIALITY

Ability to maintain confidentiality as required by law and the ethics of the psychology and counseling professions.

 

MULTIPLE TASK ABILITY

Ability to successfully cope with and carry simultaneous multiple tasks in an extremely busy office while maintaining a sense of calmness and sensitivity to the needs of clients.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Able to navigate through computer programs, spreadsheets etc., and able to order as well as administer various tests online.

Interpersonal interactions

Must be comfortable interfacing with students in distress, parents, faculty, staff, and other members of the university community. Must be able to communicate care, compassion, and concern.

Physical demands

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or listen. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work environment

The Counseling & Testing Center is a busy department. The noise level in the work environment is usually moderate. Occasional overtime and irregular hours required. No particular hazards.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.