Examinations Administrator

Department:       Examinations

Reports to:         Manager, Examinations Administration

Job Summary:   Responsibilities include administration of Institute examinations (computer-based and otherwise), including the implementation of examinations, setting up exam centres (including third party and employer sites), sourcing and training exam proctors, processing Course Credits, preparing related reports and statistics, responding to inquiries from students, proctors, markers, instructors and exam centre locations; processing appeals; processing markers payments and other responsibilities as assigned by the Manager, Examinations Administration.


Exam Centre Locations

  • Forecast registration numbers
  • Coordinate and  follow up with exam centre locations before each exam session
  • Source potential exam centre locations inside and outside of Canada, as necessary
  • Analyze reports to ensure total coverage
  • Monitor exam registrations and accordingly, open new bookings
  • Set up new exam centres while maintaining and improving the current network (adding sites, ensuring up-to-date information, monitoring costs, and ensuring quality)
  • Review feedback with exam centres to increase quality of exam delivery and candidate experience
  • Liaise with exam sites, regarding seating arrangements of appropriate venues for the conduct of examinations
  • Maintain and update exam centres tracking sheet
  • Monitor exam centre’s performance as per established guideline and communicate any concerns to Manager
  • Maintain professional relationships with the exam centre location personnel
  • Prepare, track and process payment for exam centres at the end of each exam session

Examination Proctors

  • Coordinate the sourcing and appointment of proctors
  • Coordinate the training of proctors
  • Verify that all proctors have completed the required online training
  • Ensure proctor coverage at all exam centre locations
  • Provide proctors with attendance rosters for the exam session
  • Monitor exam locations to ensure that all documentation has been submitted
  • Procure payment for proctors at the end of the exam session

Examination Administration

  • Assist with the preparation of all examinations related reports
  • Assist in maintaining department’s computer shared drive and email accounts

Appeals Process

  • Process promptly and accurately
  • Prepare reports for Examinations Development team
  • Liaise with students and reviewers/markers
  • Communicate results to students
  • Prepare, track and process payment for Markers/reviewers at the end of each exam session
  • Maintain files and records

Marking Process

  • Maintain and update Markers information
  • Prepare, track and process payment for markers at the end of each exam session

Examinations Department

  • Process Course Credits—CIP and International Credits
  • Assist with the identification and processing of CIP, FCIP, ACIP, RISK graduates and prize-winners, generating and analyzing program data and statistics
  • Liaise with HR reps. re: student consent for marks release
  • Compile course results spreadsheet and distribute to subscribing companies
  • Update and review website
  • Provide assistance to Examinations Program Coordinators, as needed
  • Cross train on Examinations Program Coordinator roles
  • Provide back-up of responsibilities for Examinations Team
  • Provide administrative support to the Registrar’s office

Customer Relationships

  • Respond promptly and professionally to inquiries
  • Provide support for local institute managers, proctors, students and markers
  • Liaise with our partners as needed


  • University degree or college diploma
  • Excellent communication skills –  both verbal and written
  • Analytical/problem solving aptitude
  • Good interpersonal skills – with customers and colleagues
  • Good organizational skills; efficient
  • Good computer skills – Word, Excel, Databases
  • Willingness and ability to quickly learn new software
  • Attention to detail
  • Ability to meet tight deadlines
  • Function well as part of a team
  • Ability to work independently
  • Responsible; reliable
  • Professional
  • French language skills an asset
  • Ability to work occasional flexible hours to cover exam sessions

TO APPLY: Qualified applicants please submit a cover letter and resume to careers@insuranceinstitute.ca prior to July 10, 2019.

The Insurance Institute welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We thank you for your interest, however, only those candidates selected for an interview will be contacted