Testing Services Coordinator & Records Specialist (48484)

Position Summary

Under the direction of Assistant Director of Enrollment Services, coordinates all academic, non-academic testing and other testing services provided by the campus testing office, including placement testing, make-up testing, contracted testing, etc.  Additional duties include creation and delivery of training for all new and continuing college-wide test proctors, coverage and support for the Pendleton Testing Center and student records support and processing. Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Vision and Strategic Plan. Performs consistently with the team-based model and actively participates as a member of assigned college teams and committees. Conforms to the college’s guiding principles.

Essential Functions

Testing Services

Oversees all day-to-day operations of the Pendleton Testing Center.  Works with the Assistant Director to develop and update services, policies and procedures in response to changing demands.  Schedules and publicizes services, communicates program policies/procedures to campus and community and maintains integrity of testing environment.

Serves as the designated GED Chief Examiner for the BMCC Pendleton Center.  Follows federal and state regulations and policies and ensures compliance with regulations and test security.  Trains and supports alternate examiners, serves as liaison with the Department of Education GED Office, orders materials, ensures candidate eligibility and prepares reports.

Assists Director with review of contracts and agreements to provide testing in off-campus locations, when appropriate and feasible.

Trains, mentors, schedules, and directs the work of other college-wide testing center staff. 

Meets and consults with testing staff at other BMCC locations to coordinate general testing services and operations.

Administers, proctors, and transmits results of all tests administered by the Pendleton Testing Center.

Observes college, state/federal, and test agency policies and procedures for security/confidentiality of testing records; includes adherence to FERPA as it relates to BMCC and testing services.

Maintains security of tests and materials by routinely inventorying materials, reviewing procedures for security, ensuring secure storage and returning all test booklets and related materials to appropriate agencies. Maintains an atmosphere appropriate for testing.

Prepares documentation of cheating or dishonesty to assist in student discipline process. Works with faculty to have the information/materials to proctor exams in a timely manner. Develops testing schedules that fit the needs of staff, faculty, students, and outside agencies.

Works with students who have approved testing accommodations.

Provides excellent customer service to students and visitors seeking testing services. Assists students to complete college or agency testing paperwork and ensure accuracy and completeness. 

Explains results of placement assessments to students. Refers students who need advising or other support services to appropriate offices.

Represents the Testing Center on appropriate Student Services meetings; represents BMCC at off-campus meetings as they relate to testing services.

Uploads placement scores into college SIS system.

Tracks the expiration date for the student’s tests. Return tests to the appropriate party if they expire before the student takes the test.

Monitors and maintains Test Tracker databases for all BMCC locations.

Assists area high schools with training and site set up information for computerized placement testing. Communicates with high schools regarding changes in placement rules and issues that may arise regarding placement testing.

Maintains ACCUPLACER agreements with high school partners on an annual basis. Provides training and support to high school proctors utilizing the ACCUPLACER assessments and serves as a point of contact and resource to this group. Under the direction of the Assistant Director, serves as the college's ACCUPLACER administrator.

Prepares agency billing information, per agreement, and submits information to Finance and Operations for monthly billing.

Prepares and maintains testing related workflow processes and provides guidance and support to all BMCC approved test proctors.

Maintains BMCC college-wide testing center statistics including number of people tested, number of tests given and type of tests.  Prepares monthly and annual reports and makes recommendations to the supervisor concerning staffing and programming implications.

Provides special proctor services for outside certification agencies or other colleges and universities. Follows guidelines for maintaining general test security. Follows any special instructions particular to individual test situations. Forwards results as required.

Designs and distribute flyers, handouts, and door signs regarding the Testing Center’s hours and rules. Maintains testing center web pages and testing center calendar. 

Engages in professional development activities, to maintain knowledge and awareness of effective testing practices, and to maintain certification status.

Responsible for researching and implementing additional college wide testing to expand services. 

Student Records

Responsible for evaluation of high school and other college transcripts for math and writing pre-requisites, and transfer course equivalency.  Processes pre-requisite and other overrides in SIS system.

Responsible for daily high school and college transcript download.

Responsible for applicant processing to ensure placement is met by a variety of methods.  

Responsible for tracking/ notifying students’ Academic Progress (AP).  

Assists in processing grade rosters, incomplete grade contracts, administrative drop rosters, special program registrations, approved grade changes, transcript requests, pre-requisite and course waivers, student information correction requests, authorization to release, skip trace requests, and other forms associated with student records in accordance with established policies and procedures.   

Assists in maintaining the college’s transfer course articulation system.

Assists in monitoring and enforcing records retention policy; maintains strict control of student records and archives.

Performs other duties as assigned to include but not limited to assisting with the college’s annual commencement ceremony.

Knowledge, Skills and Abilities

Individuals must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

Must pass annual proctor certifications for PearsonVue (GED) and other agency certifications required for performing the duties of a test proctor.

Must possess knowledge of or be willing to learn and apply, within 60 days of hire, the Family Educational Rights and Privacy Act (FERPA).

The ability to speak with and instruct groups is essential. Must have the ability to use appropriate grammar, spelling and syntax. Must be well organized, have strong analytical and critical thinking skills and be self-motivated and open to learning new skills and methods of testing.

Must have well developed interpersonal skills and demonstrated cultural competency with the ability to interact positively with a variety of people.

Ability to work within an open work environment with phone and customer interruptions.

Requires ability to understand and operate selected computer software and hardware, to include but not limited to Microsoft Office Suite. Within six (6) months of hire, must be able to understand and operate college’s Student Information Services system and other software as required.

Working knowledge of the Internet, multi-line telephone system, voicemail, email as well as other general office equipment.

Ability to coordinate and organize the testing schedule for a variety of testing to include but not limited to: BMCC courses, placement, other college, and agencies.

Ability to maintain high level of confidentiality regarding student records and departmental business.

Must be aware of activity in testing area to ensure confidentiality and test integrity.  Requires ability to confront and report questionable activity within the testing environment, while maintaining a professional atmosphere.

Must be able to communicate effectively, both orally and in writing, interpret data, and be able to solve problems.

Ability to work independently, prioritize and assign work; keep accurate records and prepare detailed reports.

Must be an approved test proctor for PearsonVue and other agency testing within first 30 days of hire.

Ability to sit for prolonged periods of time.

Required Education and Experience

Associate degree or two years of college.

Three years of experience in training or testing.

Considerable knowledge of current computer software packages including word processing, spreadsheets, and database applications.

Preferred Education and Experience:

Thorough knowledge of testing procedures, statistics, testing security and confidentiality of test materials and scores, strongly preferred.

Previous experience working in a community college, preferably in student services.

Knowledge of computer AIS/SIS systems.

Bilingual in English-Spanish.

Other Aspects of this Position

Ability to work a flexible schedule and to assist with the college’s annual rehearsal and commencement ceremony.

Ability to travel to cover testing needs in the College district as the need arises, valid driver’s license required.