Associate Coordinator/eCBT Testing Administrator

JOB Job Summary: The Associate Coordinator/eCBT Testing Administrator provides academic advising to military, family member and civilian students, which includes, assisting with the development and processing of degree maps and templates.
This position directs program initiatives/projects, assists students with interpretation of policies/programs, and evaluates unofficial transcripts for transfer credits.
In collaboration with the base Directors, this position will assist with classroom assignments, building security, monitoring base assistants, maintaining overcall cleanliness of classrooms/computer lab(s), and greets students on the first week of each term session.
In addition, this position, prepares and maintains testing and financial records and reports.
The Associate Coordinator/eCBT Testing Administrator will manage and handle the day-to-day operations of five base electronic computer-based testing sites and administer eCBT College Level Examination Program (CLEP), DSST and Pearson Vue exams to eligible military and civilian students.
Qualifications: Minimum Qualifications: Bachelor’s Degree or equivalent combination of qualifying work experience and educationProficiency in Microsoft Office suite applications to include Word, Excel, Outlook and PowerPointOne-year general office experience providing customer service and managing multiple projects Reliable personal transportation to facilitate travel between military bases and Main CampusValid driver’s license Must be able to obtain personal military credentials for access to U.
S.
military basesDesired Qualifications: One-year experience with computer information systems and/or computer-based testingOne-year experience with BANNER student information systemExperience with military tuition management systems (e.
g.
, Air Force AI Portal, ArmyIgnitED/ArmyIgnitED 2.
0 (AIE) or Navy College Management Information System (NCMIS)) Two years of student services experience in higher education with a focus on military/veterans, adult affiliated and distance education programsOther Qualifications: Must have excellent interpersonal, customer service and communication skillsCandidates must be legally authorized to work in the United States.
Visa sponsorship and relocation allowance is not available for this position.
Report to work obligations to support the department and may require work during HPU’s winter break, if necessary.
Must meet training and background check qualifications and comply with the Protection of Minors policy.
Able to work all shifts and extended hours.
Ability to perform weekend/holiday work and overtimeSuccessful candidate will be able to work in an environment that utilize excellent time and stress management skills.
Upon hire, candidate must have reliable transportation to facilitate travel between all HPU worksites and other locations as required by the position.
This includes a valid driver’s license and a personal vehicle that is legally registered and insured.
Key Responsibilities/Essential Job Functions: 1.
Academic Advising and Customer Service (40%)Interpret and explain undergraduate and graduate academic programs, and policies governing matriculation to new, returning, and transfer studentsAdvise students pursuing on base and online degree programsCorrespond with students via email, telephone, Skype, and face to face regarding admissions, course selection and substitution; registration (including changes), recruiting and retention initiatives to include Faculty Feedback and other general inquiresPrepare and maintain worksheets which document the progress of students’ academic program completionAssist with General Petition and BANNER processing of course substitutionsConduct initial degree program audit for Petition to GraduateProvide unofficial evaluation of transcripts to studentsApprove student registration for each semester, and act as a student’s advocate via the general petition for individual needs and any extenuating circumstancesCarry-out projects regarding retention activities and seminars activities such as intrusive advising, assisting students on probation, orientation activities and seminarsAssist students with the admission process including submitting of transcripts, medical records and navigating tuition optionsAssist students with the career search in coordination with the Career Services CenterMaintain database of student’s enrollments (new, continuing, and returning); petitions to graduate, degree plans, add/drops, general petitionsCoordinate and ensure timely processing of all student paperwork in regards to Admissions to include applications for special status students and returning students, application fees, term deferments, and all other necessary formsCoordinate and ensure timely processing of all student paperwork in regards to Registrar’s Office to include Change of Program forms, add/drop requests, requests for final processing of General Petitions, and all other necessary forms/ requestsCoordinate and consult with other support departments (Bookstore, Financial Aid, Business Office, Military/Veteran’s Center, and MCP National Test Centers) in support of College of Professional Studies (CPS) programs.
Assist students with complaints and grievancesProvide guidance and information to students on matters related to course financing to include: Military Tuition Assistance, Veterans Education Benefits, Federal Financial Aid, and Military Spouse Career Advancement Account (MyCAA), Military Awards and GrantsLiaise with appropriate agencies on issues concerning: My.
HPU.
edu access, online learning management, bookstore and book purchases, web registration/WithdrawalEnsure all operational processes are completed properly and in a timely manner: admissions, registration, tuition payments, and other administrative functions as they applyAssist with base access for students, faculty and essential HPU staffEnsure correct student attributes/cohorts are applied to student’s Banner records2.
Management of eCBT National Test Centers (30%)Work with IT Technical Analysts with installation and maintenance of CLEP/DSST, and Pearson Vue Professional Certification Tests in support of Test Delivery Management System (TMDS) software, server, and client computer systemsTroubleshoot site computer systems and internet connectivity to ensure both are operational prior to test program startupCheck for testing package updates an install as necessaryEnter/edit student registrations and collect paymentsPresent test introduction and provide students with test-related materialsBrief students on test procedures before starting the examAssist student with computer system or workstation configurationMonitor/Proctor examinationsPrepare and disseminate eCBT student registrations, scoresheets, attendance, and irregularity reportsMaintain student test records per University, Education Center, and College Board policies and regulationsLiaise with other university, military education, or College Board entities to ensure office procedures satisfy operational requirementsPrepare office/testing lab to ensure optimum test environmentLiaise with supervisors and staffAssist Base Education Center staff with eCBT –focused marketing events and materialsEnsures all office administrative functions and processing are completed accurately and on timeProtect the security of all tests and ancillary materials and equipment furnished by Hawai‘i Pacific University, the Educational Testing Service (ETS) and the Base Education CenterReport security breaches to appropriate agencies within 24 hours of detection3.
Campus Management – Interface with CPS Dean, Sr Director, Department Chair, Directors, and Support Departments (15%)Inform the CPS Dean and Senior Director, Military Operations on matters pertaining to campus enrollments, facilities, faculty, student concerns; generate ongoing and ad-hoc reports for the University, DoD as requiredCoordinate CPS term to term course schedules with base colleagues to ensure all academic program requirements and site MOU’s are metCoordinate and consult with support departments (Admissions, Bookstore, Finance & Operations, Military/Veteran Center) with planning and implementing of all operational processesMaintain professional working relationship with the staff at the various Education Services/Training CenterAssist with updating of information bords on campus siteResponsible for ensuring Night Monitor logs are available each day and completed by the staff member on dutyMaintain inventory of marketing supplies, flyers, and brochures 4.
Miscellaneous CPS Projects and Events (10%)Maintain recap record of all monetary transactionsPrepare quarterly military education reports per MOUAssist with contacting new and returning students to encourage registrationAssist with recruiting and community service activities as necessaryPromote HPU and CPS events/initiatives to encourage student participationMaintain professionalism by staying current on issues in American higher educationEnsure all faculty and staff conform to the HPU culture by providing a professional friendly environment for the conduct of University business5.
Performs other related duties as assigned (5%)Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.
Assists with seasonal peaks.
Assist with faculty and equipment upgrades or transfersAssist with faculty administrative and IT support This description is not designed to list all activities, duties or responsibilities which may be required for this job.
Other duties, responsibilities and activities may be assigned at any time.
Hawai'i Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of race, color, national origin, sex, disability, age, genetic information, sexual orientation, gender identity/expression, marital status, or any other protected class covered by state and federal law.
Hawai'i Pacific University encourages applications from veterans and individuals with disabilities.
A pre-employment background investigation is performed on candidates selected for employment.