Coordinator, Exam Planning

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.

• 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.

• 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.

• 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.

• 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.

• Exam…