Test Center Coordinator & Library Assistant
**This position is open until filled, attach a current Resume/CV and a Cover Letter. Resume/CV and Cover Letter can either be attached as a .docx or.pdf. For assistance, please email firstname.lastname@example.org or call 307-855-2112. **
Under the direction of the Director of the Library, the Test Center Coordinator & Library Assistant oversees all day-to-day operations of the Test Center and performs a variety of complex clerical and administrative duties as needed to expedite managerial, operational, and administrative functions of the Test Center.
The Test Center Coordinator & Library Assistant administers placement testing, dual enrollment testing, academic departmental exams and assessments, and high-stakes certification and revenue-generating exams and works in collaboration with CWC faculty, staff, and external partners to meet the needs of a variety of constituents by providing testing services and college readiness resources that comply with CWC policies and procedures, state and federal regulations, and the requirements of contracted testing services.
In addition, the Test Center Coordinator & Library Assistant is responsible for backend processing of the Library’s Interlibrary loan system, processing library purchases, and reconciling all Library and Test Center credit card purchases and budgets for the library and test center. They perform other essential Library tasks and operate as a collaborative member of the library team.
Essential Duties and Responsibilities
60% - Test Center Coordinator
1. Responds to student, faculty, staff, and community inquiries made via phone, email, and in person and communicates effectively to resolve issues within the defined decision making authority for the position.
2. Securely maintains and oversees administration of all academic test materials.
3. Applies, explains, and enforces testing policies and procedures, including launching tests, monitoring examinees, updating testing programs procedures.
4. Coordinating with the Disability Resource staff to work with accommodated students.
5. Coordinates, schedules and administers professional certification tests, CWC placement tests, college nursing entrance exams, and exams for various CWC technical programs.
6. Provides proctoring services for online courses, make-up exams and other exams/tests on campus for non-CWC students and community members across the state.
7. Works cooperatively with college admissions to coordinate on- and off- campus testing services to aid in student registration.
8. Maintains current knowledge, certifications, and best practices in the field of testing by attending local, state, regional, or national conferences and meetings.
9. Manages, maintains, and updates computer hardware, software and facility resources in coordination with CWC IT. Troubleshoots general software, computer, and network related problems throughout test administration.
10. Serves as the subject matter expert on the services of the test center
- Trains and supervises alternate examiners in all CWC locations on test center processes and procedures.
- Meets and consults with staff at outreach areas to coordinate general testing services and operations.
11. Monitors, manages, and resolves test center support requests from the CWC ticketing system.
12. Maintains communication with the Director of the Library regarding the issues and operational needs related to testing services and the continual improvement of services.
40% Library Assistant
13. Maintains detailed excel sheets and accurate fiscal records for the department, including but not limited to monitoring multiple program budgets to ensure compliance with established fiscal guidelines and limitations; provides input for budget development.
14. Manages periodical subscriptions, acquisitions, book purchases and supply orders.
15. Works with approved vendors, serving as Library purchasing agent.
16. Receives order shipments and distributes department mail. Ensure the delivery of all materials ordered and resolve discrepancies as they arise.
17. Prepares all Wyoming Community College Commission POs and invoices related to the Wyoming Community College Consortium purchases.
18. Reconciles the budget on a monthly basis.
19. Processes and monitors physical interlibrary loan services, collaborates with other staff to catalog and process physical items.
20. Helps to accession items into the catalog as needed.
21. Cooperates with CWC Library staff to provide quality customer service.
22. Assists with special projects as needed.
23. Performs other duties assigned by the Director of the Library.
24. Operates within the framework established by CWC’s policies, procedures, and practices and ensures that all activities are conducted within the established College policies, FERPA guidelines, and other applicable laws pertaining to employment and education.
o Associate’s degree in business, education, or related field from a regionally accredited institution of higher learning recognized by the US Department of Education.
o Four years of directly related experience, preferably in a community college setting.
o must be or become a certified proctor for all test vendors as required.
● Equivalency Statement
o Equivalent combinations of education and experience from which comparable knowledge
and abilities can be acquired may be considered on a case-by-case basis.
● Bachelor’s degree in a related field
● Familiarity with technology
Knowledge, Skills, and Abilities
1. Ability to organize, prioritize, and follow multiple projects and tasks through to completion and meet critical deadlines while working with frequent interruptions.
2. Time management, and written/verbal communication skills.
3. Ability to work independently in the absence of supervision and as part of a team with a flexible and adaptable attitude as well as a focus on customer service.
4. Understand and follow oral and written instructions.
5. Effectively identify and resolve problems related to every-day administrative operations.
6. Perform basic accounting or bookkeeping.
7. Experience working with computer networks and integrated applications.
8. Ability to adapt to, diagnose, and resolve basic technical issues and troubleshoot a variety of hardware and software issues.
9. Ability to quickly learn technical procedures using documentation, training, and customer service support and provide understandable interpretations of procedures and policies.
10. Ability to develop and implement policies and procedures for the administration of standardized tests.
11. Ability to exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
12. Ability to work with college and community examinees in a high-stakes testing environment.
13. Ability to train staff in the use of applicable software applications.
14. Ability to compile data, maintain records and files, and participate in the preparation of administrative or technical reports.
15. Ability to manage change and perform well under stress.
16. Knowledge of or willingness to learn and ability to comply with CWC Policies and Procedures.
Level of Supervision
This position operates under the general supervision of the Director of the Library.
Reasonable accommodation will be extended to otherwise qualified individuals with a legally recognized disability.
● Equipment Used
o Standard office equipment including personal computer, calculator, phone pod, scanners, copy/print machine, telephone, step stools, paper cutter, laminator.
● Physical Requirements
o Mostly sedentary or light work requiring sitting, walking, and standing frequently. Occasional physical work requires exertion of up to 50 pounds of force pushing or pulling resources on library carts. May also require climbing, balancing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, lifting, fingering, grasping, repetitive motions, feeling, talking, hearing, and seeing. Common eye, hand, finger dexterity required to perform some essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Ability to operate a motor vehicle.
● Environmental Conditions
o Incumbent of the position generally performs in a typical office setting with appropriate climate controls. Travel, weekend and evening work may be required.
CWC is an Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans, and persons with disabilities.
If you have a disability and would like to request an accommodation to apply for a position, please call 307-855-2112 or email cwchr@CWC.edu.