Position Title: Coordinator, Exam Planning

Position Type: Regular/Full time – OPSEU represented

Location: Mississauga, ON

Job Band: 6

Salary Range : $30.75 to $38.99/hour

Hours of Work: 36.25 hours/week

Reporting to: Manager, Exam Administrator

This posting is applicable to: Internal/External Applicants

Skilled Trades Ontario (STO) is a Crown agency responsible for skilled trades certification in Ontario, which includes:

- Establishing apprenticeship programs, including training standards, curriculum standards and certification exams.
- Administering apprenticeship programs, including approving apprentices and sponsors, registering training agreements and assessing applications for apprenticeship program completion.
- Issuing certificates of apprenticeship to completed Ontario apprentices.
- Assessing experience and qualifications of individuals who have not completed an apprenticeship program in Ontario.
- Administering exams, including certifying exams, in all trades subject to certifying exams.
- Issuing Certificates of Qualification in all trades with certifying exams.
- Renewing Certificates of Qualification in compulsory trades.
- Maintaining a Public Register of people authorized to work in compulsory trades.
- Researching apprenticeships and the trades.

The Coordinator, Exam Planning, Candidate Services, and Records is responsible for the end-to-end coordination of exam administration at Skilled Trades Ontario. This includes planning and scheduling exam sessions, managing candidate intake and accommodation, supporting on-site exam delivery, processing results, and maintaining candidate records.



The role ensures compliance with accessibility, bilingual service, audit, and FOI standards, while providing high-quality service to apprentices, training providers, and stakeholders. It also contributes to continuous improvement through data analysis, feedback collection, and process enhancements.

Responsibilities

Exam Planning and Delivery

- Plan and coordinate exam sessions including site accreditation, venue booking, and schedule publication.
- Allocate invigilators and manage contingency planning for exam sessions.
- Forecast exam demand based on training schedules and candidate volumes.
- Coordinate accommodation requests and ensure compliance with accessibility and bilingual standards.
- Support on-site exam assessments and invigilation activities.

Candidate Services

- Manage candidate intake including eligibility verification, prerequisite checks, and fee confirmation.
- Prepare and issue Authorizations to Test, candidate notifications, and exam event details.
- Provide candidate-facing communications, FAQs, and live support desk services.

Results and Records Management

- Reconcile attendance lists with exam submissions and identify anomalies.
- Process exam results via Scantron or digital feeds, ensuring accuracy and completeness.




- Conduct quality assurance checks and flag issues for psychometric review.
- Publish results in STO systems and coordinate candidate notifications.
- Update apprentice files with certifications, Certificates of Qualification, and Red Seal endorsements.
- Archive exam records and irregularity reports in compliance with audit and FOI standards.
- Collect and analyze candidate feedback to support continuous improvement.

Qualifications

- University degree or college diploma, or equivalent experience in exam administration, records management, or related fields.
- 2–5 years of experience in exam coordination, candidate services, or results processing in a regulatory or educational setting.
- Demonstrated experience in managing candidate intake, scheduling, accommodations, and record maintenance.
- Proven ability to deliver excellent customer service and support.
- Experience with data reconciliation, analysis, and reporting.

Knowledge Of

- Exam scheduling, planning, and coordination processes.
- Candidate intake and verification procedures.
- Digital exam systems including ICEMS, AMANDA, and Scantron.
- Quality assurance and psychometric review processes.
- Accessibility, bilingual service, audit, and FOI compliance standards.
- Techniques for data analysis and feedback collection.

Skills Include

- Strong organizational and planning abilities.
- Analytical and problem-solving skills.
- Attention to detail and accuracy in data handling.
- Effective communication and stakeholder engagement.
- Technical

📌 Coordinator, Exam Planning (Canada)
🏢 Skilled Trades Ontario / Métiers spécialisés Ontario
📍 Canada