The Exam Systems Manager plays a critical role in supporting students with disabilities and faculty across the University by overseeing the full scope of Seaver’s accommodated exam process. This position ensures accommodations are implemented accurately, efficiently, and in alignment with University standards, with a strong emphasis on precision, confidentiality, and exceptional service.

Duties

• Oversee and manage the full accommodated exam proctoring process for Seaver students, ensuring accuracy, integrity, and efficiency at every stage.
• Responsibilities include scheduling and approving late exams; securing appropriate exam spaces; hiring, training, and processing payment for proctors; setting up and monitoring cameras; reviewing and auditing exam footage; and arranging specialized equipment such as desks, lighting, and chairs as needed. Maintain secure and timely delivery of exams, and communicate regularly with more than 150 Seaver faculty members each semester to confirm details and address issues.
• Manage a complex exam data system using Zapier, Google Forms, Sheets, and Calendar, with exceptional attention to detail throughout the process.
• Accurately process Semester Requests in Accommodate Software for accommodations in a timely, precise manner with extreme attention to detail. Contact students with any questions or concerns about Semester Requests.
• Maintain a confidential, welcoming, quiet, safe, and professional reception area. Respond to a wide variety of phone calls, emails, and walk-in requests for information about accessibility at Pepperdine. Refer parents, faculty, and staff to appropriate campus or community resources as necessary.
• Coordinate the accommodation application process for students with disabilities. Accurately upload documentation into Accommodate software. Oversee scheduling of intake interviews. Field questions from students, parents, faculty, and staff about the process.
• Manage workflow process for Seaver final exam proctoring.
• Support the Executive Director, Associate Director, and Accessibility Specialist in calendar planning, including scheduling of student appointments. Serve as office coordinator for HIPAA, maintaining the training completion certificate file. Serve as an Emergency Response Team member for OSA. Assist with finances as necessary.
• Supervise Administrative Assistant (20 hour, 10-month restricted position), including scheduling and workflow.
• Interview, hire, train, and supervise student employees and proctors, ensuring HIPAA training as needed for in-office personnel. Coach student employees in creating an appropriate professional environment. Approve time sheets in Kronos.
• Other duties as assigned.
• Uphold University Mission in all tasks.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor's Degree.
• Three or more years of full-time office experience in a role demanding meticulous attention to detail.
• Excellent critical thinking skills, exceptional written and spoken communication, positive and empathetic approach to team and the work environment, proactive approach to problem-solving.
• Ability to exercise good judgment, handle multiple and changing priorities while multi-tasking, provide meticulous attention to detail, and appropriately handle sensitive and confidential situations and information.
• The capacity to remain calm and problem solve under stressful situations. Must have an understanding of FERPA and HIPAA in the higher education context. Enjoyment of undergraduate students is a plus. PC and Mac abilities. Standard office equipment.

Preferred:

• Experience in an office handling confidential and restricted information, preferably in Higher Education.
• Experience interacting with university faculty.
• Expertise with Microsoft Office Suite, Accommodate/Simplicity software, Google Apps, 25 Live, Kronos software.

This is a Regular, Nonexempt, 40 hour per week position.

Expected Pay Range: $26.10 - $29.00 per hour

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.