Event Operations Coordinator

Title: Event Operations Coordinator

Location: US Remote

Description

About PSI

At PSI, our mission is to help people meet their potential. That is our core purpose, enabling our vision to empower people in their careers and drive organizational success. We achieve this by being the leading global workforce solutions provider that fuses science, technology, and expertise to deliver best-in-class testing, assessment and development products and services.

PSI’s culture is as strong as the people who embody our core values. These include our drive to work together as one team, to be dependable in our pursuit of rigor and excellence, to value people and respect everyone’s talents, to embrace diversity in perspectives and culture, and to think creatively with the willingness to experiment.

About the Role

We are seeking an experienced Operations professional to join PSI to support coordination of vendor resources for large multi-day testing events. The ideal candidate is responsible for securing Test Center Administrators (TCAs), and venue arrangements across North America. Additional responsibilities will include TCA applicant vetting and handling of billing/expenditures. You will be an essential part of the success of each administration.

MAJOR RESPONSIBILITIES:

• Based on candidate demand projections identify appropriate staffing ratios for each test center location
• Schedule and coordinate venue arrangements
• Effectively communicate to large applicant pool program requirements and training information
• Assist with delivery of TCA training to ensure staff preparedness
• Act as liaison between PSI internal departments and outside vendors to ensure AP process is timely & accurate, including but not limited to coding of invoices and resolution of issues
• Remain on budget by always seeking the best prices for supplies and services
• Participate/observe test administrations as necessary to identify areas of improvement and process efficiencies
• Provide frequent reporting updates to key stakeholders
• Communicate and work closely with various departments in the company, in particular the Manager of Event Testing and Director of Operations
• Track and manage Government seating requests daily correspondence with outside parties to meet the test volume request needs for their candidates on a daily basis and track on an excel file.
• Track and manage Government and Certification/Licensure Mobile testing requests- email communication with external and internal parties and track on an excel sheet for client’s mobile testing needs.
• Assist with new site entry and testing center session set up in the PSI Internal testing platform.
• Run daily reports for seating capacity review and for specific test site exam information.
• Run daily reports for Government seating capacity review and needs.
• Assist with Government and Certification/Licensure Test Window outreach and capacity needs- correspondence with outside parties for test window participation and test volume needs.
• NBSTSA
  • Set up new proctors
  • Set up new sites
  • Add new sessions
  • Correspond with client, Program Directors, and proctors
  • Tracking payment preferences for each school and provide payment info to accounting monthly
  • Work with accounting to request updated W-9 and contact info as needed
• International Exam Requests
  • Contact Sites to coordinate TT scheduling
  • Maintain sites and current statuses including military sites
  • Correspondence with Client Services, Test Centers, AMP Int’l Scheduling Team, and sometimes proctors
  • Work with AMP Int’l Scheduling Team via Int’l Exam SharePoint Roster to track TT requests and update as scheduled
  • Open confirmed date/time in Aspen so AMP Int’l Team can schedule
• Pencil and Paper Exams
  • Correspond with exam host, client, and proctors to confirm exam details, number of TCA’s needed, and start times.
  • Locate Test Supervisor to assist with confirmed exams and provide them with the exam details, shipping information, and site info.
  • Update SharePoint file with exam details so the team in Olathe knows how many TT will be testing, where to ship the materials, and payment summary.
  • Send final details to host and Test Supervisor 2 weeks prior to exam date.
  • Assist on exam date if any questions/issues arise.
• Mobile Exams
  • Work weekly with the MA HRD team and our third-party vendor to coordinate testing details, venues, and billing information.
  • Maintain Mobile Event Requests Form entries that are submitted and work with our third-party vendor to get a quote.
  • Assist with any additional needs as requested by you.
  • Monthly GA Hearing Aid exam confirm proctors, request exam materials, and provide rosters.
• Assist with ACT Command Center during exam administrations.

POSITION REQUIREMENTS:

• High school diploma or equivalent required, associate degree preferred
• Significant experience as an operations coordinator or similar role
• Able to prioritize tasks and work independently
• Highly organized with an aptitude for problem-solving
• Strong communication skills required to coordinate with various functional groups
• Strong computer skills
• A basic grasp of accounting terms and practices are a plus, but not required
• Project management experience is also a plus but not required

Benefits

PSI offers a competitive and comprehensive benefits package inclusive of:

Medical, Dental, Vision, Life, and Short and Long-Term Disability Insurance

Flexible Spending Accounts

• 401k plan with company match
• Generous PTO and Holiday Pay