Assessments Administration Coordinator - #1103506

The Assessments Administration Coordinator is responsible for coordinating and managing the administration of assessments, ensuring accuracy, compliance, and efficiency throughout the assessment process. This role involves preparation, scheduling, student communication, invigilation management, assessment extensions, deferred and further assessments, and record-keeping of results appeals and paper reviews. Additionally, the Coordinator ensures the integrity of examinations papers, accuracy of results and adherence to policies and procedures.

DUTIES:

1.    Assessment Preparation and Coordination

·         Ensure that Unit Outlines are prepared and made available before the commencement of each study period.

·         Verify the availability and accuracy of assessment details within Student Learning Management Systems (i.e., Blackboard, Moodle).

·         Review and update marking fee schedules for the upcoming study period, ensuring accuracy and timely preparation of teaching contracts, which is managed by Scheduling Team.

·         Cross-check progressive assessments schedule master list with Unit Outlines to ensure consistency (e.g., verifying deadlines such as Assignment 1 due in Week 4, Friday, 11.59pm) and work with Results and Assessments Team in obtaining necessary approval from each respective Unit Coordinator.

·         Confirm that progressive assessment details are accurately posted on Blackboard or Moodle by Week 3 Friday of each study period.

·         Coordinate the preparation of tests, including the checking and secured printing of examination papers, compiling attendance lists, preparing announcements and seating arrangements, creating presentation slides, and ensuring the proper setup of test venues to facilitate a smooth assessment process.

·         Ensure all examination papers and stationery are adequately stocked and inventory maintained, being responsible for their strict security for storing, recording and dispatching before and after examinations.

·         Ensure required test links and other submission link points are set up correctly for online assessments and examinations.

·         Ensure all necessary stationery and materials, and other requirements are provided for examinations.

·         Provide clear and timely communication to students regarding test and examination venue details, permitted materials, and any specific requirements for standard, deferred and supplementary assessments.

·         Organise appropriate arrangements for the support of students with special examination requirements (e.g. dyslexia, disabled) in conjunction with the Director of Academic Services.

·         Receive and process student’s applications for exam clashes with Scheduling Team, ensuring approval from the University or relevant body for alternative arrangement is received.

·         Ensure all progressive assessment papers and examination papers are vetted for completeness according to guidelines.

·         Ensure all progressive assessment papers and final examination papers are catalogued and stored in a secured area.

2.    Invigilation and Integrity Management

·         Oversee invigilator management, including recruitment, training, scheduling, and payroll processing.

·         Ensure code of conduct for exams and tests are communicated to the invigilators and students to ensure academic integrity, including reporting and managing academic misconduct.

·         Assist in the supervision and management of invigilators, with the support from the Manager, including recruitment and training on a rolling and continuous basis to ensure sufficient invigilators are available for deployment every study period.

·         Collate and process invigilators’ timesheet, ensuring payment is processed within timeline for submission to the Accounts Department for disbursement.

·         Create appropriate timetable for invigilators, ensuring each invigilator is provided with an up-to- date timetable covering the study period, whenever necessary.

·         Ensure the integrity of examinations and tests by strictly adhering to established Examination Standard Operating Procedures (SOPs) and implement consistent quality control measures throughout the assessment process.

·         Manage the administration of examinations, including verifying barred students based on attendance records.

·         Ensure proper archiving of examination papers and related documents post-assessment.

·         Work with Scheduling Team to ensure appropriate room arrangements for all progressive assessments and examinations, ensuring proper invigilation is put in place and publicising the examination schedule to staff and students.

·         Undertake the role of the Chief Invigilator and be available for all invigilated tests and examinations scheduled. 

3.    Assessment Extensions and Deferred Assessments

·         Track assessments submission and ensure that students with non submissions are followed up on the following working day of the assessments due date.

·         Process and track assessment extension requests, ensuring compliance with policies and within approved turnaround time.

·         Verify the authenticity of supporting documentation provided by students for assessment extension requests.

·         Validate the assessments extension requests in the Curtin University Assessment Extension system and ensure that they are processed and reviewed by the Unit Coordinator with an outcome communicated to the students in a timely manner.

·         Schedule deferred progressive assessments in collaboration with the Scheduling Team.

·         Ensure that deferred progressive assessments details are communicated to students in a timely manner.

·         Maintain accurate records of deferred assessments and ensure timely communication with students.

4.    Student Communication and Support

·         Acquire and maintain up-to-date knowledge of the assessments and examinations, academic integrity, results and academic status and progressions, including policies, procedures, rules and regulations laid down by Navitas English, Curtin College, Curtin University and Curtin Singapore Examination Board.

·         Manage students’ queries related to assessments, results (including outstanding results such as GNS (Grade Not Submitted), DA (Deferred Assessments), and X (Further Assessments)) and appeals against results and academic statuses throughout the study period.

·         Provide support and advice to students at Student Connect.

·         Coordinate with the Results and Assessments team for paper reviews and results appeal with academic staff and unit coordinators.

·         Coordinate the assessment feedback and appeal process, ensuring timely and appropriate communication with students of the outcome of appeals.

·         Provide support to students with special requirements or exceptional circumstances in relation to assessments. For example, students with approved Curtin Access Plan.

·         Ensure student academic progress is in accordance with regulations.

·         Ensure periodic progress reports on academic achievements are communicated to students and/or parents/guardians.

·         Work with Results and Assessments team collaboratively in managing and informing students of assessment results, academic statuses, award and appeal process.

5.    Reporting and Record Keeping

·         Track and report students’ submissions to the Academic Capability and Conduct Team for monitoring and intervention purposes.

·         Maintain accurate and comprehensive records of assessment processes, including extensions, deferred assessments, and appeals.

·         Provide regular updates and reports to relevant stakeholders as required.

·         Ensure students’ records, academic statuses and results in the Student Management System are accurate to facilitate the printing of Certificates and Transcripts of Curtin College and Navitas English.

·         Check Certificates and Transcripts of Curtin College and Navitas English for completeness and facilitate the distribution of the documents to graduated students.

·         Assist with the preparation of Board of Examiners reports and documents. Attend the Board of Examiners every study period.

·         Prepare minutes for Board of Examiners, ensuring action items related to students’ conditions are recorded and followed up.

·         Assist in planning and conducting questionnaires and surveys on assessments related matters such as pass rates and post assessment analysis. Analyse data arising from questionnaires and surveys which may be carried out from time to time and responding appropriately.

6.    Others

·         Provide support to academic staff for course delivery requirement.

·         Assist Results and Assessments Team in marking and moderation process for results release as required.

·         Work with Enrolment Team collaboratively on students’ academic progress matter that impacts students’ enrolments.

·         Assist in ensuring that the operations and functions of Assessments Department are conducted in compliance with and meet all regulatory requirements and institutional policies and procedures.

·         Be involved in audit preparations and interviews conducted by local regulators or course providers.

·         All other duties as assigned by the Director of Academic Services

KEY COMPETENCIES:

·         Strong organisational and time-management skills with the ability to manage multiple tasks simultaneously.

·         Excellent communication and interpersonal skills for liaising with students, academic staff, and other stakeholders.

·         Proficiency in Learning Management Systems (e.g., Blackboard, Moodle).

·         Attention to detail and accuracy in record-keeping and assessment administration.

·         Ability to work collaboratively within a multidisciplinary environment.

QUALIFICATIONS & EXPERIENCE:

·         Diploma or Bachelor’s degree or equivalent qualification in a relevant field.

·         Proven experience in assessment administration, coordination, or related roles.

·         Familiarity with Learning Management Systems and assessment-related processes.