Job Description
About CIMT College
CIMT College is registered as a Ontario Career College under the Ontario Career Colleges Act, 2005 and is a member of Career Colleges Ontario and National Association of Career Colleges. Since 1998, CIMT College has been guiding and training both local and international students by providing them learning experiences that meet international standards and benchmarks. The college provides an opportunity for professional growth and development across the areas of technology, healthcare, business and management.
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Position Summary:
The Exam Invigilator & Administrative Assistant is responsible for supporting the secure, organized, and professional delivery of NACC Exams across CIMT College Campuses (Malton, Brampton and Mississauga) while also providing administrative and operational support.
A major focus of this position is maintaining the integrity of the NACC examination process. The successful candidate will be responsible for preparing for examination sessions, verifying student identity and account details, monitoring examinations, documenting any irregularities, and ensuring that all required examination procedures are followed consistently.
In addition to invigilating duties, the employee will support Campus Administration and Operations by managing the students@ inbox, maintaining and cleaning assigned Adobe Classrooms environments, completing administrative tasks, following up on assigned items, and assisting with other operational requirements as assigned.
This role requires a highly organized, dependable, detail-oriented individual who can work independently and travel between the Malton, Brampton, and Mississauga campuses based on examination schedules and operational needs.
Working Hours- Wednesday, Thursday and Friday 9am to 5:30pm
Education & Experience
- Postsecondary education in Business Administration, Office Administration, Education, or a related field is preferred.
- Previous experience in administration, education, customer service, office operations, or examination invigilation is an asset.
- Experience working in a postsecondary educational environment is an asset.
- Strong Administrative Skills: Invigilate students during exam to prevent cheating, maintain exam roster
- accurately.
- Strong Customer Service & Communication Skills: Strong interpersonal skills to interact with students, faculty,
- and external stakeholders.
- Student Services and Student engagement/ Management: Support student inquiries, handle grievances, and
- enhance student experience.
- Technology & Compliance: Proficiency in Microsoft Office, student information systems, and regulatory
- compliance.
- 1+ years Canadian Administration Experience
- Should show potential to take up additional tasks
Technical Skills:
- Proficiency in Microsoft Office, including Word, Excel, and Google Meet.
- Ability to learn and work with internal databases and student management systems.
- Comfortable working with spreadsheets, trackers, electronic records, and email management.
- Ability to work with online learning platforms and systems such as Adobe Classrooms.
Other Requirements:
- Valid driver's licence and reliable transportation is a MUST for this position.
- Ability and willingness to commute to Malton, Brampton, and Mississauga Campuses on different days of the week- as per the schedule assigned.
- Availability to work approximately three days per week.
- Flexibility to work at different campus locations based on operational needs.
- Ability to maintain confidentiality and professionalism.
Key Responsibilities
EXAM INVIGILATION
A. Examination Invigilation
- Travel to the assigned campus based on the examination schedule and operational requirements.
- Arrive at the examination location on time and ensure the examination environment is ready before students begin.
- Review the examination schedule, student list, examination requirements, and applicable instructions before each session.
- Verify student identity before permitting access to the examination.
- Ensure each student is provided access only to their own examination account and credentials.
- Require students to verify the name and account details displayed on the screen before beginning the examination.
- Follow the approved examination invigilation checklist for every examination session.
- Clearly communicate examination rules and instructions to students.
- Monitor students throughout the examination to ensure compliance with examination rules and procedures.
- Ensure students do not access unauthorized materials, devices, accounts, or assistance.
- Maintain a professional, quiet, secure, and controlled examination environment.
- Monitor for technical issues, interruptions, late arrivals, or other circumstances that may affect the examination.
- Document any examination irregularities or incidents accurately and objectively.
- Immediately escalate concerns that may affect examination integrity to the appropriate Manager or department. Maintain confidentiality regarding examination materials, login credentials, student information, and examination results.
- Complete all required post-examination documentation accurately and promptly.
- Ensure examination materials, equipment, and the examination environment are properly secured after the
- session.
B. Examination Integrity and Compliance
- Follow all CIMT College and NACC's examination policies, procedures, and examination requirements. Apply examination procedures consistently to all students.
- Maintain strict confidentiality regarding student information and examination-related information.
- Not make exceptions to examination procedures without appropriate authorization.
- Immediately report any situation that may compromise examination integrity.
- Maintain complete and accurate records of examination incidents.
- Participate in required training and procedural updates.
- Follow all established identity verification and student account verification procedures. Ensure all required invigilation steps are completed before, during, and after each examination.
ADMINISTRATIVE SUPPORT
A. Students@ Inbox Management
- Monitor and manage the students@ inbox during assigned working days.
- Review incoming student emails and identify the appropriate action required.
- Respond to routine student inquiries where authorized and appropriate.
- Forward or escalate inquiries to the appropriate department or staff member when required.
- Follow up on outstanding student inquiries and assigned matters where applicable.
- Ensure important student communications are not missed or left without appropriate action.
- Identify urgent matters and escalate them promptly.
- Maintain professional, clear, and respectful communication with students.
- Follow established communication procedures and avoid providing information outside their authority. Maintain confidentiality when handling student information and communications.
- Performance Expectation: The students@ inbox should be reviewed regularly during each scheduled working day, and emails should be appropriately responded to, assigned, escalated, archived or followed up on within established timelines.
B. Adobe Classrooms
- Regularly review assigned Adobe Classrooms environments.
- Assist with cleaning and organizing classrooms as required.
- Remove, archive, or clean up outdated or unnecessary content in accordance with established procedures and authorization requirements.
- Ensure active classrooms remain organized and accessible for current students and instructors.
- Identify missing, outdated, or incorrectly organized classroom content and report it to the appropriate person. Report technical, access, or system-related concerns to the appropriate department.
- Follow approved procedures before deleting or permanently removing any information or classroom content. Maintain consistency and organization across assigned classrooms.
- Performance Expectation: Assigned Adobe Classrooms should remain organized, current, and free from unnecessary or outdated content, in accordance with established cleanup schedules and procedures.
C. General Administrative and Operational Support
- Assist with student file review and organization.
- Review documents for completeness and accuracy. Data entry and updating information in internal systems.
- Maintain spreadsheets, trackers, and administrative reports.
- File and maintain electronic and/or physical records.
- Follow up on pending documents, information, or assigned tasks. Assist with registration and scheduling activities.
- Support examination administration and preparation.
- Assist with student-related administrative tasks.
- Support campus events and operational activities when required.
- Assist the Campus Administration and Operations teams with assigned priorities.
- Complete any other administrative or operational duties assigned by management based on organizational and campus requirements.
CAMPUS MOBILITY REQUIREMENT
This position is not limited to one campus. The successful candidate must be available and willing to work at the Malton, Brampton, and Mississauga campuses based on operational and examination requirements.
The candidate must hold a valid driver's license, have reliable and independent (their own) transportation, be able to commute to the Malton, Brampton, and Mississauga campuses as required, be comfortable with changing campus assignments, and be reliable in reporting to the assigned campus on time.
Essential Requirement: The ability to independently commute between the Malton, Brampton, and Mississauga campuses is an essential requirement of this position. Candidates must hold a valid driver's license and have reliable transportation.
6. CORE COMPETENCIES
- Attention to Detail - Carefully verifies student identity and examination accounts, reviews work for accuracy, identifies discrepancies, maintains accurate documentation, and follows checklists consistently.
- Integrity and Confidentiality - Protects student and organizational information, follows procedures consistently, reports concerns promptly, avoids unauthorized exceptions, and maintains professional boundaries.
- Accountability - Arrives prepared and on time, completes assigned work within deadlines, provides updates when issues arise, takes ownership of responsibilities, and escalates concerns rather than leaving them unresolved.
- Organization and Time Management - Effectively manages examination responsibilities, administrative work, inbox management, classroom cleanup, and travel between campuses.
- Communication - Provides clear instructions, responds professionally to inquiries, escalates concerns appropriately, documents incidents objectively, and maintains professionalism.
- Adaptability and Flexibility - Adjusts to changing schedules, campus assignments, operational priorities, and procedures.
- Independent Work and Judgment - Completes routine responsibilities independently, uses sound judgment, and understands when to seek guidance or escalate an issue.
- Customer Service and Professionalism - Provides respectful and helpful service while maintaining organizational policies and professional boundaries.
PAY Details-
Base Pay Rate- CAD $18/hr to $20/hr
Accessibility and Equal Employment Opportunity statement:
CIMT college is an equal opportunity employer and is committed to fostering a diverse, inclusive, and accessible work environment. We value the unique skills and experiences each individual brings. We are pleased to consider all qualified applicants for employment regardless of, in particular, race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or other legally protected factors.
CIMT College is committed to providing equal workplace opportunities and an inclusive environment for all candidates and current employees. We believe and support barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require an accommodation (including, but not limited to, the application process, the interview location etc.) during the hiring process, please email our Human Resources department at hr@cimtcollege.com for further assistance and information.
We thank all applicants in advance for their interest in this position. However, only those selected for an interview will be contacted by the Talent Acquisition Team
Working Hours- Wednesday, Thursday and Friday 9am to 5:30pm
