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IELTS Administrator (Boston)

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ILSC Education Group

IELTS Administrator (Boston)

Boston, MA
Full Time
Paid
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  • Responsibilities

    Job Description

    ROLE: IELTS Administrator

    REPORTS TO: Test Center Manager, New York

    LOCATION: Boston, MA

     

    DESCRIPTION:

    The IELTS Administrator, Boston is responsible for the effective administration of IELTS and other tests at ILSC’s Boston testing venue. You will be required to work very closely with the Test Centre Manager, New York to coordinate local test sessions in Boston. The IELTS Administrator is responsible for test planning; candidate communication; test readiness including venue, furniture, computer hardware, test papers, documentation and staff; post-test data management and confidential results processing; materials management, systems maintenance and customer service.

     

    JOB DUTIES:

    The duties of this position include, but are not limited to:

     

    TEST SUPPORT AND SECURITY

    • Ensure necessary equipment, computer hardware, software, material for candidates, signage, branding and seating arrangements and plans are in place and ready to use as required
    • Generate reports and export data for each test date
    • Monitor/assist with all aspects of the preparations for test days (e.g. test day setup as per number of candidates, arrange staff and prepare boxes for test day)
    • Supervise, proctor, mark and/or run the exam on test day as required
    • Follow all relevant standards & procedures, based on training and reference materials provided by ILSC NY and by the test partners
    • Maintain strict security protocol when handling test material
    • Ensure all material is locked as per audit requirements
    • Inspect the venue to ensure that arrangements meet agreed requirements and standards
    • Be familiar with the emergency procedures for the test day venue and ensure all venue staff is briefed accordingly
    • Ensure that all test day records are completed and maintained accurately as required by relevant test partner agreements, such as IELTS and CELPIP
    • Ensure that relevant guidelines and policies are applied and followed in the areas of: Data Protection, Test Security, Child Protection, Health & Safety, and Anti-Fraud
    • Run jagged reports and assign remarking to examiners and/or clerical markers
    • Properly file and store test hardcopies and digital records
    • Produce and issue results to candidates following strict security protocols
    • Arrange and collect payment for local and international courier services
    • Destroy confidential documents post-test following audit requirements
    • Other related duties as assigned

     

    CUSTOMER SUPPORT AND COMMUNICATION

    • Respond to inquiries about the tests and the schedule of dates, etc.
    • Contact prospective and registered candidates to submit the required documents/payments
    • Charge credit cards, issue receipts and keep associated financial records and reports as needed
    • Manage registrations of all candidates and make necessary changes on the testing platforms
    • Email all candidates regarding test day information and speaking schedules
    • Inform test day staff about test details and allocation of duties via email
    • Maintain standards of customer care on the test day – as advised by ILSC NY
    • Ensure special arrangements are provided as required

     

    MANAGING SELF & OTHERS

    • Liaise with test partners, such as IELTS USA (staying up to date on newsletters, policy changes, IELTS Manuals, required reporting, etc.) as agreed with Center Manager
    • Support recruitment of examiners, clerical markers and invigilators
    • Support/conduct orientation and training for new examiners, clerical markers and invigilators
    • Participate in observation and feedback of invigilators and supervisors
    • Undergo approved training and professional development, either from ILSC or its Testing Partners
    • Participate in Center self-audits, as required
    • Report to the Center Manager on test day staff performance and compliance

     

    TEST DAY SUPERVISION

    • Act as Test Day Supervisor on Saturdays, Sundays and other days, including weekends as needed.
    • Report promptly to test venue at agreed time. In case of any delays or if unable to get to the test venue, inform the Manager in a timely manner.
    • Brief assigned test day staff on their roles and responsibilities and on any special instructions.
    • Ensure the staff attend the mandatory morning meeting.
    • Actively monitor candidates and invigilators during tests to make sure that there is no violation of test conditions. Any misconduct is addressed and followed up on according to standard.
    • Supervise staff to ensure they carry out their respective duties and adhere to the Code of Practice and/or Personal Covenant
    • Ensure that the test day material is handled securely, confidentially and is accounted for in line with IELTS USA’s and/or Paragon’s requirements at all times.
    • Ensure that all parts of the test start at the required time.
    • Supervise collection and ensure all materials are collected and recorded accurately.
    • Report any disparity to the Manager on test day.
    • Ensure that the campus is reset at the end of the test to venue specifications.
    • Whenever possible, resolve issues that arise on the day according to procedures.
    • Report any incidents, emergencies, complaints or breaches of security to the Manager and make sure the correct forms are filled out for submission to IELTS USA and/or Paragon.
    • Troubleshoot connectivity, hardware and software issues on the test day
    • Ensure tests are uploaded and that all equipment is securely stored following test completion
    • Complete additional administrative duties while ensuring that you remain available to invigilators and candidates at any time during the test should an issue arise.

     

    STOCK MANAGEMENT AND PLANNING

    • Plan in advance to ensure the availability of venues, seats, papers, staff and all other required resources for the test day
    • Maintain stock records on daily, weekly and monthly basis
    • Ensure that all documents, records are up to date as per audit and compliance requirements

     

    ESSENTIAL QUALIFICATIONS, SKILLS, AND ATTRIBUTES:

    • Communication and influencing skills: display good listening, writing and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences.
    • Planning and organizing skills: is methodical: able to plan own work over short timescales for routine or familiar tasks and processes
    • Analyzing data and problems is systematic: breaks down problems into a list of tasks to be done and decides on appropriate action
    • Good knowledge of computer hardware and computer troubleshooting skills
    • Operates as an intermediate user of information systems, digital and office technology.
    • Ability to use office software, Paragon and IELTS USA systems to do the job and manage documents or processes
    • Customer-service mindset, dealing with candidates in a pleasant and professional manner

     

    EDUCATION AND EXPERIENCE REQUIRED

    • High school diploma
    • Preference given to applicants with 1-year experience as supervisor, invigilator or administrator of high-stakes examinations, such as IELTS, CELPIP or TOEFL
    • Intermediate knowledge of computer hardware and software and ability to troubleshoot technical issues
    • Eligibility to work in America and ability to work 7.5-hour or longer shifts, often starting as early as 6:30am
    • Clearance of other requirements from accredited Test Partner organizations, such as IELTS USA or Paragon Testing Enterprises; this may include, but not be limited to, confidentiality agreements and/or a criminal record check.

     

    CONTACT INFORMATION:

    We kindly ask that applications not be submitted by fax or mail. Due to the high number of applications we receive, only applicants who are selected for an interview will be contacted.

     

    ABOUT ILSC

    ILSC Education Group is an award-winning global educator that delivers quality educational programs using a dynamic approach that responds to student interests. Our largest and longest running division, ILSC Language Schools, has been offering language training programs to International students from more than 100 countries since 1991. We also offer a range of programs through our Colleges, Corporate Training, and Continuing Education divisions. Since opening its first school in Vancouver, BC, Canada, ILSC has become a world leader in language and career training, and has grown to include 8 incredible locations around the world, in Vancouver, Toronto and Montréal, Canada; New Delhi, India; and Brisbane, Sydney, Melbourne, and Adelaide, Australia.

     

    Our mission is to keep developing ILSC as one of the finest schools for language and career education where people have excellent and transformative learning and living experiences.

     

    ILSC’S CORE VALUES

    WE COLLABORATE & LEARN: The ILSC community collaborates together and learns from one another, both locally and globally.

    WE INSPIRE & TRANSFORM: We deliver academic excellence, we inspire growth and we transform lives.

    WE RESPECT & CELEBRATE: We respect one another and celebrate our diversity, creativity and a job well done.

     

    In accordance with ILSC’s Accessibility policy, ILSC is committed to providing a barrier-free environment.