Position Description

Title:On-Call Advising & Testing Specialist
Department:Enrollment Management
Reports To:Assistant Director, Admissions and Advising
Position ID:60080
Position Term:Continuing
Grade:N/A N/A Part time
Type of Employment:Regular

Position Summary

Provides secretarial, clerical, and reception support for Advising, Testing, and Disability Services at BMCC Pendleton.  Duties include: computer reporting information, records management, initial placement assessment information to new or prospective students, test proctoring, collection and maintenance of testing materials, data entry, monthly and annual data reports, creation of test billings, and creation and distribution of printed and online materials related to advising and testing.  Prioritizes and manages multi-task assignments.  Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Vision and Strategic Plan. Performs consistently with the team-based model and actively participates as a member of assigned college teams and committees. Conforms to the college’s guiding principles.

Essential Function

Performs general office and front-line duties for department. 

Greets, directs and provides information to students, employees and public. 

Responsible for maintaining and supporting the day-to-day operation of the department. Produces spreadsheets to accurately track day to day functions of the department.

Opens and distributes daily mail, answers and responds as necessary to telephone calls, messages, questions, and e-mails from students, employees and the public.

Produces and processes correspondence for staff using a variety of computer software programs.  Accurately word processes, produces, copies, files and distributes written materials for department staff.

Maintains office supplies for department.  Processes and tracks purchase orders, maintenance, AIS, and IT help desk requests.

Designs and distributes posters for department.

Edits and updates disabilities services and testing services web pages.

Independently schedules, coordinates, and facilitates Academic Advising by assisting staff in setting, maintaining, and monitoring staff’s appointments and schedules on electronic calendar system.

Assigns academic advisor for all new degree seeking students.

Arranges for scribes and readers for tests for students with documented disabilities requiring this service.  May in special circumstances be required to scribe or read for students taking tests.

Receives confidential information from students and agencies regarding documented disabilities.

Schedules appointments for Disability Services Coordinator.

Proctors a variety of BMCC, other college and agency tests as required.

Maintains testing database and is the contact and support person for BMCC Hermiston, Milton-Freewater and Baker City.

Assists in creating and maintaining testing calendar both in house and web based. 

Maintains list of agency and other tests, documenting date received, date proctored, and date mailed/faxed back, as required by each agency or institution.

Explains results of Compass testing to students.

Provides testing guidance to outlying centers.

Loads placement scores and test results into the AIS system. 

Maintains security for each test; prepares reports and keeps accurate records. 

Maintains Test Tracker logs and performs data entry.  Creates reports and provides explanation of data from Test Tracker Access database.

Creates and provides billing information to appropriate Business Office personnel on a monthly basis.

Orders and maintains testing materials and forms.  Requires interaction with a variety of agencies to monitor and maintain secure inventory of test materials.

Performs cleaning and routine maintenance of testing area.

Performs other duties as assigned.

Knowledge, Skills and Abilities

Ability to handle multiple tasks simultaneously.

Ability to understand and operate selected computer software and hardware (includes Microsoft Office Suite and BMCC’s WolfTrax AIS system). 

Ability to work independently with minimal supervision.

Well developed interpersonal skills and the ability to interact positively with a variety of people with above average communication skills.

Working knowledge of the Internet, multi-line telephone system, voice-mail, email as well as other general office equipment.

Ability to coordinate and organize the Testing Center schedule, GED schedule and demonstrate efficient time management and disparate duties effectively.

Ability to coordinate and organize multiple advisor schedules for student advising appointments.

Ability to maintain high level of confidentiality in regards to student records and departmental business.

Must be aware of activity in testing area to ensure confidentiality and test integrity, while performing receptionist and clerical duties.  Requires ability to confront and report questionable activity within the testing environment, while maintaining a professional atmosphere.

Ability to communicate and provide guidance to groups is essential.  Requires ability to use appropriate grammar, spelling and syntax.  Must be well organized, analytical and self-motivated and open to learning new skills and methods of testing.

Ability to effectively operate telecommunication and other office equipment.

Ability to sit for prolonged periods of time.

Knowledge of or willingness to learn and apply and adhere to the Family Education Rights and Privacy Act (FERPA).

Required Education/Experience

High School diploma or equivalent required. One to two years experience in an office related environment required.

Proficient in Microsoft Office Suite based on internal assessments to include Excel, Access, and Publisher.

Must have proven computer literacy skills as evidenced by internal assessments.

Must be able to demonstrate ability to read for and locate information as verified by assessment.

Prior testing experience preferred.

Must be able to successfully complete certification for PearsonVue and COMPASS testing within 30 days of hire.

Other Aspects of the Position

May be asked to work a flexible schedule and/or to travel to cover testing needs in the College district as the need arises.


This position description covers the most significant essential and auxiliary duties performed by this position, but does not include other work, which may be similar, related to, or a logical assignment for the position. The essential duties of this position may change as the position evolves.

I am qualified for this position as described above.


Revised: 08/2013