Coordinator, Examination Accommodation and Delivery

Overview

At Law Society of Ontario we believe in the importance of a collaborative and supportive work environment that provides high quality and professional service to the public, lawyers and paralegals, and other stakeholders.

We are always on the lookout for exceptional individuals who are ready to make a meaningful impact, innovate and grow with us. Our offering:

• We value each member of our team and invest in your professional learning and development.
• We provide access to the resources needed to support professional growth, mental health and well-being is a priority.
• Our competitive compensation package includes a defined contribution pension plan, health and dental benefits plan and a robust Employee and Family Assistance Plan (EFAP).
• Our progressive employment policies, high levels of employee engagement and the impressive architecture and beautiful grounds of the historic Osgoode Hall, there are many reasons to work at the Law Society.

We hope you will consider joining the Law Society!

Job Summary:

The Coordinator, Examination Accommodation and Delivery (“Coordinator”), under minimal supervision, is responsible for the delivery of specialized and individualized services to candidates who seek accommodation for the licensing examination based on an enumerated ground listed in the Human Rights Code, R.S.O. 1990. c. H.19 and is accountable for diverse and intricate duties in the administration of the Law Society’s lawyer and paralegal licensing examinations.

The Coordinator follows intricate schedules and protocols, manages sensitive interactions with candidates in high-stake circumstances, and ensures the highest levels of security, accuracy, and confidentiality are met in the management of examination materials and candidate records. The Coordinator is responsible for the review and the approval of examination accommodation requests and the preparation of an accommodation plan.

The Coordinator shares responsibility within the Examination Accommodation team for coordinating examination delivery and participating in the validation of examination documents and results. The Coordinator specializes in an area of examination delivery e.g. paralegal or lawyer licensing examinations that may be situated in Toronto or four other Ontario cities. The Coordinator is responsible for the planning, staffing, and other business operations of delivering examinations, including the selection and contracting of venues and services required for large examination sittings, and providing appropriate training and supervision to large numbers of support personnel.

Qualifications

• Minimum of college diploma in a related field with computer proficiency in Microsoft Office, Customer Relationship Management (CRM,) email, internet, and various hardware set ups.
• Verbal fluency in English is required.
• Minimum of 5 years of experience in an event-delivery, customer-service, or administrative role within an education, regulatory, or medical environment, or the equivalent.
• Ability to use initiative and work independently, and as a member of a dynamic and integrated service team.
• Proven administrative and project management skills are required, preferably in a client-focused environment.
• Function Related Skills, Knowledge and Abilities
  • Demonstrated ability in the planning and delivery of client-focused administrative services and large scale, secure events in a regulatory, academic, or medical environment.
  • Knowledge of the Law Society’s mandate, services, organizational structure, rules, regulations, relevant legislation and policies, pertaining to the lawyer and paralegal licensing processes.
  • Demonstrated ability to recruit, train, and provide leadership to support personnel.
  • Ability to negotiate and administer contracts for goods and services required for examination production, delivery, and process related financial transactions according to the LSO protocols.
  • Demonstrated ability to speak and write expressively and persuasively for individual and / or group situations, and to create, edit, validate candidate records and examination documents on LSO CRM and third-party software applications.
  • Demonstrated people skills, abilities to creatively resolve problems in high-stakes situations where time is short and the risk to LSO is high.
  • Ability to coordinate and provide front-line services and communications to licensing candidates, licensee SME’s, and contract professionals supporting examinations e.g. psychometricians, translators.
  • Demonstrated ability to reason through written and spoken information which include processing a high volume of accommodation request and supporting medical documentation.
  • Demonstrated ability to prioritize within sophisticated work schedules, in a fast-paced environment where flexibility and accuracy are essential.
  • Knowledge of relevant legislation, policies and regulations concerning equity seeking groups, and in particular, their impact upon candidate legal education.
  • Fluency in French would be considered an asset.

• Technical Skills and Knowledge
  • Demonstrated knowledge and experience with Microsoft Office, CRM, email, internet, and various hardware set ups. Demonstrated knowledge and experience with database systems and handling secure data on multiple platforms.
  • Familiarity with trends and developments in candidate success programming inducing technology-supported testing and accommodations.

Key Accountabilities:

Client / Customer Service Delivery

• Manages and assesses confidential candidate applications for accommodation and ensures disposal of confidential candidate files in keeping with the Law Society’s commitment to equity initiatives, customer service mandate, LSO policy and protocols, and relevant legislation.
• Provides integrated support to candidates applying for accommodations, interprets and assesses confidential candidate documents to determine eligibility, develop accommodation plans and provides ongoing communication and support services to candidates.
• Plans, manages, and allocates resources for custom examination sittings for approved candidates.
• Works closely with counsel and the Team Lead on accommodation decisions, provides briefings and file summaries, escalates requests/appeals as necessary.

• Maintains and allocates an extensive inventory of assistive materials and devices and examination supplies; compiles candidate accommodation data for statistical reporting.
• Ensures the secure, equitable and consistent administration of examinations. Preserves an environment of excellence in service, provides innovative problem resolution, and optimizes the use of resources at local or remote sites.
• Coordinates schedules, contracts venues and services for the administration of secure licensing examination events.
• Monitors candidate registration numbers and proctor roster changes, modifies contracts, revises/ reallocates resources as required.
• Liaising with venue personnel, ensures emergency responsiveness, facility arrangements are as contracted, and ad hoc issues are satisfactorily resolved.
• Responds to candidate enquiries, concerns, on-site illnesses, and other candidate emergencies. Prepares/verifies site incident reports, examination logs, aggregates feedback, and responds or escalates, as appropriate.
• Directs all examination sitting activities, including candidate registration, security processes, supervises contract personnel, and provides direction to Lead Proctors at remote sites.
• Ensures the validity, secure maintenance and transfer, of candidate materials and records and participates in the manual validation of scoring.

Team Membership

• Contributes to the effective and integrated delivery of examination services to licensing candidates, ensures consistency of services across all examination sittings/locations.
• Maintains responsibility for particular service areas while expanding knowledge and familiarity with other areas. Remains abreast of examination schedules, reports, candidate lists, special candidate requirements, proctor/security staffing lists, and shares information as required.
• Responds to inquiries and requests from candidates, licensees, and the public related to examinations; involves LSO team members as appropriate.
• Assists the Manager in developing and operationalizing policies and protocols. Liaises with staff members across LSO and external service providers regarding candidate registration, financial processing, event space, catering, materials handling/transportation, printing, courier and mail services, and support for EA specialized computer resources.
• Recruits, selects, and supervises Lead Proctors and proctors for other roles, maintains proctor records, schedules proctors, re-assigns roles as appropriate.
• Develops training materials, delivers training and orientation sessions for proctors and other contract support workers.
• Prepares all reference and administrative materials for candidate services and examination delivery activities, maintains EA content on the LSO website in coordination with the Manager.
• Monitors examination expenses, modifies cost projections as necessary, calculates, verifies, invoices for the payment of proctors, security personnel, and third-party services.

The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at [email protected] or call 416-947-3475.

The Law Society of Ontario does not use Artificial Intelligence (AI) tools to screen, assess, or select applicants during the hiring process at present.

This posting is for an existing vacancy.