Exams Representative, Real Estate Division

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Real Estate Division (RED) at UBC Sauder School of Business is a world recognized leader in the development and provision of regulatory/licensing, certification and credit educational programs for the real estate and accounting professions. Current and prospective clients include all levels of governmental and regulatory agencies in Alberta, British Columbia and Saskatchewan, and provincial, national and international professional bodies.

The Licensing Education Exams Representative works as part of the Real Estate Division Examinations team, answering inquires from current and potential students, and providing administrative support to maximize the entire experience for students in the Real Estate Licensing and Registration course programs.

The Exams Representative supports the Examinations Leader with the administration of scheduled exams throughout British Columbia and Saskatchewan, with registration, scheduling, invigilating and grading processes encompassing a large part of the role.

Organizational Status
Reports to the Examinations Leader. Supports students, program managers, instructors, RED leadership and regulatory agencies in the registration, course delivery, regulatory compliance, instructor support, and licensing examination and reporting support efforts.

Work Performed

Administration of Examination Policy

• Responds to telephone and email inquiries from current and prospective students, advising on program information, admission requirements, regulatory requirements and course selection, referring to senior staff only the most complex issues for which no formal policy, procedure or precedence exists.

• Handles inquiries from candidates, invigilators and representatives of regulatory bodies including the BC Financial Services Authority, Saskatchewan Real Estate Commission and the Real Estate Council of Alberta, requiring a specialized knowledge of a broad spectrum of Real Estate Division and University policies, and sections of the various provincial regulatory acts and rules.

• Determines student eligibility for examinations. Reviews individual circumstances and provides guidance and direction to candidate inquiries based on a thorough knowledge of policies and procedures and sections of Real Estate Services Act.

• Processes student exam fee payments and notifies students of any eligibility or scheduling issues. Investigates and resolves exam registration errors.

• Monitors, reconciles and investigates various account fees, such as exam centre fees, invigilator fees, etc.

• Liaises with various internal teams at the Real Estate Division to ensure consistency in RED communications and processes; liaises with other departments at UBC as required (e.g., Centre for Accessibility).

• Participates in identifying processes that require improvement and makes recommendations for changes.

Exams Coordination

• Supports the Exams Coordinator with venue booking, scheduling, invigilating and grading for regularly scheduled examinations in British Columbia and Saskatchewan.

• Contacts invigilators, and ensures that each invigilator is sent adequate notice of each examination dates, times and locations.

• Prepares examination shipments for various external centres and ensures delivery and return within agreed upon timeframes.

• Communicates examination notices with information regarding date, time, location and regulations governing examination procedures to examination candidates.

• Attends and provides invigilation support at Lower Mainland examinations.

• Prepares the final list of exam results for all pre-licensing examinations for approval and submission to the appropriate regulatory bodies. Compiles and sends exam grade results to students.

• Handles requests for Post Examination Reviews (PERs) and Exam Remarking Requests (ERRs); rechecks accuracy of initial grades; forwards examination to internal and/or external academic staff for review of grades; ensures post examination review is produced and sent to student in a timely manner.

Computerized Examination Centre (CEC) Exam Registration and Scheduling

• Supports the CEC team as and when required, including responding to emails and phone calls, scheduling examination candidates on available dates, and monitoring exams in progress to ensure security and compliance with policies.

• Receives feedback from students regarding CEC complaints and collects information to discuss with the Examinations Coordinators and the Associate Examinations Leader/Examinations Leader.

• Ensures CEC exams have ended properly and results are produced within agreed timeframes, separates hard copy exam contents into appropriate groupings and sends to markers for marking purposes.

• Handles CEC requests for rereads, marks breakdowns and exam critiques; rechecks accuracy of initial grades; forwards examination to internal or external academic staff for review of grades; compiles grades by topic and records on reporting form; ensures written feedback to candidates is produced.

• Prepares CEC Licensing exam results and Exam Admission Tickets for approval and submission to the British Columbia Financial Services Authority.

Additional Duties

• Keeps a running total of examination inventory and ensures timely re-ordering.

• Responsible for the storage of old exams for the required retention period, ensuring that exams are destroyed confidentially on appropriate dates.

• Lifts and organizes exams storage boxes and related exams materials of about 12 pounds.

• Monitors internal administrative procedures for efficiency and effectiveness, making recommendations to the Exams Coordinator and/or Examinations Leader where necessary.

• Receives information regarding formal complaints and works with the Exams Coordinator and/or Examinations Leader to remedy the situation when complaints are provoked by service failure.

• Performs other duties within the qualifications and requirements of the position, as required.

Consequence of Error/Judgement
This position is a crucial component of the administration of the Licensing Education programs as it sets the final tone and impression of students' educational experience and in doing so, upholds the integrity and validity of the licensing process. Decision-making is based on a thorough knowledge of policies and procedures of the University, UBC Sauder, course regulations, and regulatory bodies. Consequence of error is high and poor decisions, judgment, or errors may lead to students not being able to satisfy regulatory requirements and/or inefficient operations and loss of opportunities for the unit. This in turn would jeopardize the reputation and the financial wellbeing of UBC Sauder and UBC. Interaction with applicants, students, industry members and regulatory personnel is largely unsupervised and therefore tact and professionalism are required at all times. Works within general guidelines and procedures and is expected to exercise initiative and judgment in establishing priorities and carrying tasks through to completion.

Supervision Received
Reports to the Examinations Leader. Receives general instructions during orientation and on subsequent new assignments or changes in procedures. Works independently under general supervision.

Supervision Given

Formally trains new staff on work procedures and oversees work of temporary employees.

Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own

- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Computer experience in general business software (Word, Excel, PowerPoint, Outlook, etc.) at an intermediate level and ability to operate a normal range of office equipment are required.

• Effective oral and written communication, interpersonal and organizational skills.

• Experience in event management is an asset.

• Ability to prioritize work, multi-task and meet deadlines.

• Ability to maintain accuracy and attention to detail and to exercise tact and discretion when handling sensitive or confidential matters.

• Ability to apply policies and procedures in a variety of circumstances.

• Ability to work effectively both independently and in a team environment.