Manager of Exams, Grades, and VA Services, Office of the Registrar - Georgetown University Law
Manager of Exams, Grades, and VA Services, Office of the Registrar - Georgetown University Law Center
The Manager of Exams, Grades, and VA Services oversees the grading process and VA services and shares responsibility with the exams process. S/he manages the mini-course and special exam administration and end of semester grades processing activities, advising faculty exam and grading policies and processes, and implements procedures and services to address emerging exam and grades needs at the Law Center. The Manager comes in contact with virtually the entire student body, approximately 2600 students, as well with more than 100 full-time and 700 adjunct faculty. Reporting to the Associate Registrar for Exams, Grades, and VA Services, the Manager's primary duties include but are not limited to:
- Administers the database and grading process for Pass/Fail Courses.
- Selects Pass/Fail deadlines and ensures they are reflected in the Pass/Fail system, on the Registrar's website, and communicated in a timely manner to students via email.
- Assists students with Pass/Fail deadlines and ensures they are accurately reflected in the Pass/Fail system.
- Assists students with Pass/Fail registrations, selecting target grades, and selects default target grades when students fail to meet the deadline.
- Codes Pass/Fail courses in Banner.
- Ensures students do not exceed their Pass Fail limit.
- Works with faculty to gather approximately 20,000 grades each year. This process calls for diplomacy, accurate recordkeeping, problem solving abilities, as well as attention to detail and extensive knowledge of academic policy.
- Solve any problems or inconsistencies in the grading process. Incumbent must be able to use good judgment in determining which situations need to be brought to the attention of the Associate Registrar for Exams, Grades, and VA Services or Assistant Dean and Registrar.
- Fields calls and emails from professors who need additional time to submit grades and take calls and emails from professors who missed the deadline.
- Remind faculty of the faculty self-imposed fine when missing the deadline and use this to encourage timely submission. Fine cannot be imposed on adjunct faculty.
- Reports late grade submissions by full-time faculty to Associate Deans for J.D. and Graduate Programs.
- Fields complaints from students regarding late grades, requiring an empathetic approach and assistance in a courteous and timely manner.
- Ensure the grades are within the faculty-recommended curve and all grades outside the curve and failing grades are brought to the attention of the Assistant Dean and Registrar before they are processed.
- Advises students and faculty regarding the grading process.
- Consults with professors about the Law Center's recommended and historical grade curves, determining the best paper or exam for a class, providing exam feedback, the Law Center's grade change policy, reports of a student failing to meet minimum course requirements, and weighing the factors which make up a student's final grade.
- Advises students on matters such as the anonymous grading process, the status of professors' grades, the Law Center's grade change policy, and the exam review process.
- Develop and maintain an accurate grades logging system so that the Assistant Dean and Registrar, office staff, deans, and students are kept up to date about which grades are outstanding.
- Processing of late grades, grade reductions resulting from grade sanctions, and tracking and follow up of grades that are not reported (NR's) continues throughout the year.
- Posts and notifies students and faculty of Administrative Withdrawals for failure to take exams or finish course work on time.
- Work closely with the other functional teams on degree clearance processes.
- Oversees the VA Benefits program in certifying active-duty, retired military, spouses, and dependents each yea, securing VA approval for new degree and certificate programs.
- Maintains close adherence to the U.S. Department of Veterans Affairs (VA), government, and financial services policies and procedures and any applicable federal and state regulations including any changes to these policies.
- Develops and maintains a close relationship with primary internal and external shareholders.
- Acts as a liaison between the Law Center student veterans, other Law Center departments, and outside organizations to ensure that the issues student veterans face are adequately addressed.
- Acts as the VA Certifying Official for the Law Center.
- Completes the enrollment verification process in accordance with VA rules and procedures, as well as office guidelines.
- Provides student veterans with the basic information to obtain certification of enrollment and submitting and updating enrollment certifications, and processing enrollment information in the VA-ONCE system.
- Works closely with the VA supervisor for certification of the Chapter 31, Vocational Rehabilitation program, and notifies appropriate campus offices of students' status for benefit purposes.
- Reviews all VA certifications prior to completion to assure accuracy and compliance, as well as to preclude institutional liability.
- Assists with VA compliance visits and attends training, as necessary.
Final Exam Administration (10, 000 per semester)
- Shares responsibility with the exam administration process, including the mini-courses, special exams, in-class exams, and take-home exams.
- Manages the receipt of original exams from faculty, and follows up with faculty on outstanding exams.
- Communicates with professors throughout the semester regarding their plans for their exams; and sends emails with exam format response forms to every professor teaching an exam course before the start of each semester
- Collects and enters professors' responses and follows up with those who do not respond as these answers are needed to resolve exam conflicts in the most efficient and appropriate manner possible.
- Creates the anonymous blind grading Exam Number in Banner for each student at the Law Center and any program and/or degree extensions of the Law Center.
- Provides guidance to professors about appropriate format, length, etc., for their exams, and answers questions about laptop exams for professors who are deciding whether to allow students to use them for their exams.
- Serves as a liaison between students and faculty members for exam issues; advises faculty on exam protocol, exam formats, exam policies with respect to acceptable exam administration processes and exam posting policies.
- Receives, records, and disseminates information concerning changes to exam information from professors (“druthers”) or exam errata.
- Serves as the point of contact for solving questions raised by students and/or proctors prior to and during examination administrations; and supervises and coordinates activities of approximately 60-70 proctors each semester.
- Serves as the point of contact on all exam procedures; oversees the schedule exam rooms and train and hire proctors for original and rescheduled exam administrations; and as needed, acts as head proctor during exam periods.
- Serves as liaison between the Office of the Registrar and the Copy Center for the printing of all in-class exams.
- Bachelor's degree
- 3 years of continuous work experience in a demanding environment requiring demonstrated multitasking and organizational skills with attention to accuracy
- Practical experience in managing detail-specific projects.
- Computer literacy and technical expertise
- Working knowledge and prior use of Banner, Microsoft Access, Microsoft Office, and other Microsoft suite of products, and general computer proficiency
- Ability to maintain a balance between the demands of the students, needs of the faculty, and Law Center policies
- Exceptional organizational and communication skills and the ability to work effectively with diverse constituencies, including students, faculty, staff, proctors, alumni, and other constituents
- Self-motivation and direction and capacity to handle multiple tasks simultaneously
- Ability to maintain the highest levels of professionalism and office decorum
- Attention to detail
- Ability to use authority wisely, and to establish priorities are critical to success in this position
- Commitment maintaining the confidentiality of sensitive information
- Availability and willingness to work on Saturdays and weekends during exam administrations, and on Sunday for Commencement activities in May
- Preference for work experience in higher education or customer service
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