Registry Officer

The Registry Officer – Responsibility for External Examiners is an administrative role responsible for the coordination and management of External Examiners at UCC.

Job Summary

The Registry Officer – Responsibility for External Examiners is an administrative role responsible for the coordination and management of External Examiners at UCC. The officer ensures the smooth execution of external examination processes, including examiner recruitment, evaluation of scripts, and compliance with academic accreditation standards.

A key component of this role is the application of strong technological skills to streamline examination management through digital tools, data analysis, and automated systems. The officer will work closely with faculty, the Quality Assurance team, the students Management System team and online personnel to ensure efficiency, security, and compliance in all external examination-related processes.

Key Responsibilities

1. External Examiner Coordination & Management

• Oversee the recruitment, selection, and onboarding of External Examiners.
• Develop and maintain a database of External Examiners, ensuring updated records.
• Coordinate the evaluation of examination scripts and ensure timely submission of reports.
• Facilitate communication between External Examiners, Heads of Departments (HODs), and Quality Assurance personnel.
• Implement and maintain audit processes related to External Examiner contracts and deliverables.

2. Examination Technology & Systems Management

• Monitor and maintain the Examination Management System (EMS), Learning Management System (LMS), and Student Information System (SIS).
• Ensure the security, accuracy, and confidentiality of all external examination records.
• Utilize data analysis tools (e.g., SQL, Power BI, Crystal Reports) to generate performance reports and insights.
• Assist in automating examination scheduling, grade processing, and reporting.
• Provide technical support for online examination platforms and remote proctoring solutions (e.g., ProctorU, Respondus, Examity).

3. Compliance & Accreditation Support

• Ensure that all external examination policies align with accreditation requirements (e.g., University Council of Jamaica (UCJ), Accreditation Service for International Schools Colleges and Universities (ASIC)).
• Prepare reports, documents, and evidence for institutional and programme accreditation reviews.
• Monitor feedback from External Examiners and ensure recommendations are implemented in accordance with Quality Assurance guidelines.

4. Examination Security & Quality Assurance

• Work closely with SMS, Online and Quality Assurance teams to ensure secure handling of examination materials.
• Monitor and enhance the use of plagiarism detection tools, online proctoring software, and exam security measures.
• Identify and implement technological solutions to improve the external examination process.

5. Stakeholder Engagement & Communication

• Liaise with faculty, Heads of Departments, and other personnel to coordinate external examination procedures.
• Provide training and technical support to faculty and examiners on exam-related digital tools.
• Ensure timely communication of external examination policies, deadlines, and procedural updates.

Qualifications & Experience

• Bachelor’s degree in Computer Information Systems, Information Technology, Educational Technology, Statistics, or a related field.
• Minimum 2–3 years of experience in academic administration, examination management, or a related field.
• Strong knowledge of Student Information Systems, Learning Management Systems, and database management tools.
• Experience with data analysis, reporting tools, and exam proctoring software.
• Familiarity with accreditation standards and academic compliance requirements.

Technical Skills & Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint).
• Experience with Crystal Reports, SQL, Power BI, or other data visualization tools.
• Knowledge of exam security software and remote proctoring platforms.
• Ability to troubleshoot technical issues related to examination systems.

Key Attributes

• Detail-oriented, with strong organizational and problem-solving skills.
• Technologically savvy, with a proactive approach to process automation and digital solutions.
• Strong analytical and reporting skills, with a focus on data-driven decision-making.
• Excellent communication and collaboration skills to work effectively with internal and external stakeholders.
• Ability to maintain confidentiality and uphold academic integrity standards.

WE THANK ALL CANDIDATES HOWEVER, ONLY SHORTLISTED CANDIDATESS WILL BE CONTACTED.