Job Details

Administrative Program Assistant (Proctoring Assistant)

Oregon State University - Ecampus, Corvallis, OR

Job - Education

Close Date: 04/05/2020

If you would like to be a part of a community that enjoys a beautiful 400-acre campus with park-like settings, supports world-renowned research, teaching, and outreach, or assists students to become successful citizens, consider a career with Oregon State University.
Oregon State Ecampus is a growing, innovative and collaborative organization with a commitment to providing high-quality online degrees and programs. Ecampus makes OSU’s exceptional learning experiences available to students throughout Oregon and around the world. The Administrative Program Assistant (proctoring assistant) is a member of the Ecampus Student Success team and reports to the Director of Student Success.
This position’s primary responsibilities are as follows: managing off-campus proctoring coordination by providing proctoring support, customer service and communication with students, instructors, and proctors, and processing exams and exam materials. The proctoring assistant has extensive contact with students, staff, faculty, and external proctors. For this reason, the proctoring assistant is required to learn and maintain knowledge about all testing and proctoring related information impacting Ecampus courses and students.
Duties include providing general support to Ecampus testing, including responding to phone and email inquiries from students and instructors, communicating with proctors to ensure timely receipt of exam information, utilizing a proctoring database to troubleshoot student and instructor concerns, coordinating the processing and delivery of paper exams, and maintaining training materials and a proctoring desk manual to reference processes and policies. The proctoring assistant is responsible for tracking proctor arrangements, ensuring compliance with testing policies, and explaining rules, regulations, and policies to students, instructors, and proctors. The proctoring assistant does this primarily over the phone and through email. The proctoring assistant also attends relevant professional development trainings and serves the OSU community.
Oregon State University and OSU Ecampus maintain and enhance a collaborative and inclusive community that is dedicated to equity and equal opportunity. All employees of this division are responsible for ensuring that these commitments are achieved. The proctoring assistant will work to ensure that proctoring support to all students in online courses is inclusive and equitable.

Position duties:
60% – Program operations
• Provides coordination of proctor arrangements for all Ecampus students in proctored courses and coordinates off-campus proctoring. Communicates extensively with Ecampus staff, instructors, and students in person, by email and over the phone. Responds promptly and clearly to emails, providing information and updates, giving complete yet concise answers, and clearly communicating processes, rules, regulations, and policies as they relate to proctoring. Applies program and institutional policies, procedures, and rules relevant to proctoring and academic integrity.
• Checks in with proctoring manager and director of student success regarding pending tasks or requests in order to complete program coordination tasks. Answers general questions from staff regarding proctoring and testing and/or refers to appropriate person. Follows up with staff.
• Works extensively with instructors and students to navigate proctoring policies and process, troubleshoot issues with the proctoring database, approve proctoring requests, collect course and exam information to update proctor database, and assist with identifying and reaching out to approved proctors.
• Processes Disability Access Services (DAS) student accommodations by notifying proctors, troubleshooting issues, and addressing student and instructor concerns with existing or new accommodations. Processes exam extensions initiated by instructors and updates proctor exam information and communications as necessary.
• Coordinates the processing of completed paper exams, including receiving, scanning, documenting, and emailing, and physical delivery of exams to on-campus instructors. Seeks out proctor information, tracks down missing exams, and works to improve efficiency of processing paper exams submitted by off-campus proctors.
30% – Program training and communications
• Develops and maintains proctoring instructional manuals, protocols, and processes for efficient management of on and off-campus proctoring. Provides training to instructors on completing exam information submission and navigation of proctoring database.
• Responsible for efficient workflow and communication to approve, deny, or investigate off-campus proctors submitted for approval.
• Communicates on a regular basis with staff, students, instructors, and external testing centers and proctors to provide/request information, respond to questions and complaints, determine eligibility of proctors, and explain institutional and Ecampus rules, regulations, policies, and procedures.
5% – Special projects
• Provides support for Ecampus projects as assigned. Projects vary and may involve creating, editing and formatting documents, conducting online research, contributing to the development of policies and procedures, analyzing proctoring data, and creating reports. Pays attention to project timelines to ensure timely completion.
5% – Professional development and service
• Provides service to both the unit and university by working on departmental, division, university, regional and national committees and projects. Represents and attends relevant workshops, conferences, and meetings, presenting and sharing knowledge and expertise and networking with colleagues.

Minimum (required) qualifications:
• Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
• Excellent communication skills while providing customer service via email, phones and in person.
• Experience communicating processes, procedures, and/or policies
• Competent in MS Word, Outlook, and Excel or equivalent software.
• Demonstrates willingness to problem solve and independently troubleshoot when faced with challenges
• A demonstrable commitment to promoting and enhancing diversity

Preferred qualifications:
• Experience providing proctoring support
• Experience working with a database or Customer Relationship Management (CRM)
• Experience creating resources or references for policies, processes, or practices
• Experience working in a university or college setting

OSU seeks diversity as a source of enrichment for our university community. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

For more information and to apply please visit For full consideration submit your application materials by April 5th, 2020. Applications will continue to be accepted until April 12th, 2020.

Complete details: