Testing Coordinator

Job Summary

The Testing Office provides testing and proctoring services that support student academic progression, graduation requirements, and certification needs. Responsibilities include coordinating Credit by Examination (CBE); administering the Precalculus Proficiency Assessment (PPA), ATI TEAS, US3 California Government Waiver Exam, and CLEP; partnering with Meazure Learning for certification testing; providing proctoring services for external institutions and distance-learning programs; and administering approved waiver examinations. Reporting to the Associate Vice President for Academic Business and Strategic Operations (ABSO) and receiving work lead direction from the Associate Director for Specialized Programs and Services the Testing Coordinator works under general supervision to provide a broad range of administrative and clerical support.

This is a vital role in ensuring the efficient administration of programs used by SJSU to determine admission, assess competence, and assign placement. This position contributes significantly to creating and sustaining an exceptionally supportive educational environment for students by supporting functions that affect student success from enrollment to graduation. The incumbent independently coordinates day-to-day operational processes in accordance with established CSU, SJSU, and external testing agency policies and procedures. Policy development and final program authority remain with management.

Key Responsibilities

• Serve as a resource and provide guidance and customer service assistance for all aspects of Testing Office services, including face-to-face walk-in service in the Testing Office, email correspondence, and telephone calls to/from students, staff, faculty, and outside agencies
• Process both standard and electronic mail; prepare and compose correspondence, reports, and other documents; create and maintain standard and electronic records, files, and record keeping system
• Respond to inquiries regarding university policies and procedures, with emphasis on national and local testing programs.
• Receive, process, and direct all communication (e.g. mail, email, phone calls, etc.) to appropriate people in the department in a timely manner
• Serve as the primary front-facing representative of the Testing Office, delivering responsive, student-centered service to the campus and community constituents.
• Assist all students who are taking exams in the office
• Coordinate Credit by Examination (CBE) petitions and approvals for eligible students
• Administer and manage registration for the Precalculus Proficiency Assessment (PPA)
• Facilitate registration and testing for the ATI TEAS exam
• Coordinate the US3 California Government Waiver Exam to satisfy graduation requirements
• Manage CLEP registration and administration
• Partner with Meazure Learning to support certification and licensure exam registration
• Provide registration and scheduling support for external institutions and distance learning proctoring services
• Administer and process approved waiver examinations
• Coordinate recruitment logistics and provide procedural training to test proctors and examiners in accordance with established testing protocols
• Compile testing data and prepare recurring operational reports and summaries to support management review and planning
• Coordinate with AEC regarding requirements and special accommodations for standardized test administered to students with various disabilities
• Maintain and update the proctor’s database and prepare all supporting documents and materials. Maintain assistant supervisors, examiners, and proctor’s agreement forms
• Schedule and notify proctors and examiners to work on testing dates
• Receive, process, and prepare correspondence; maintain appointment calendars; develop and maintain electronic and paper filing systems; prepare work documents and reports; assist with preparing for business and other meetings, as well as special events and projects
• Assist with the purchasing and delivery of all testing materials and orders, and appropriate supplies as needed, through purchasing requisitions and the direct pay process. Maintain inventory of office supplies and monitor the security of the supply room. Responsible for ordering, distributing, and keeping inventory of testing office supplies, and maintaining office equipment
• Coordinate reimbursements for travel, costs associated with test administration, and other supplies as appropriate, as well as deposit revenue received in the Testing Office
• Coordinate the Testing Office workflow to ensure the timely completion of operational tasks
• Provide lead direction to student assistants, including task assignments, training reinforcement, and daily workflow coordination
• Serve as operational lead in the absence of the Test Administrator for routine matters
• Coordinate student assistant payroll