Exam Coordinator

Position: Exam Coordinator

Application Expiry Date: 2026-11-17

The Exam Coordinator plans, conducts, and manages all examinations of the college, both internal and those run by Tribhuvan University. The role ensures every exam is fair, secure, on schedule, and fully compliant with TU rules, the Office of the Controller of Examinations (OCE), and the relevant Dean’s Office.

The Exam Coordinator is the single point of contact between the college, students, faculty, and TU for all examination matters, from registration and admit cards to results, records, and grievances. As QAA Assistant, the role also supports the college’s Internal Quality Assurance Committee (IQAC) in meeting the Quality Assurance and Accreditation (QAA) standards of the University Grants Commission (UGC), Nepal. This covers data collection, documentation, the Self Study Report (SSR), stakeholder feedback, and readiness for the Peer Review Visit (PRV).

KEY RESPONSIBILITIES

A. Internal Examinations

•  Prepare the annual internal exam calendar (unit tests, midterm/terminal, pre-board, re- exams and practical exams) in line with the academic calendar and TU schedule.
• Collect question papers from faculty on time and check them against the TU syllabus, marks distribution, and blueprint.
•  Maintain strict confidentiality in setting, moderation, printing, storage, and distribution of question papers.
•  Prepare seat plans, invigilation duty rosters and room allocation for every exam.
•  Brief invigilators on rules and conduct, and monitor exam halls to prevent malpractice.
•  Coordinate timely evaluation of answer sheets and collect marks from faculty within set deadlines.
•  Compile, verify, and publish internal results, and share performance reports with the Campus Chief and Program Coordinators. Organise retests and makeup exams for eligible students as per college policy.

B. Tribhuvan University Examinations

•  Track all TU notices on exam forms, fees, schedules, routines and results, and circulate them to students and staff promptly.
•  Manage student exam form filling, eligibility checks (attendance, internal marks, fee clearance), and submission to TU within deadlines.
• Prepare and submit internal assessment and practical marks to TU in the required format and portal.
• Collect and distribute admit cards, and resolve any errors in name, symbol number, or subjects with TU.
• Coordinate with TU when the college serves as an exam centre: centre setup, seating,
  question paper custody, answer sheet packing and dispatch.
•  Coordinate with external examiners for practical, viva, and project or thesis defense exams.
• Handle retotalling, rechecking, partial and chance exam applications on behalf of students.
•  Collect and distribute transcripts, mark sheets, provisional certificates and other TU documents.

C. Results, Records and Data

•  Maintain accurate, secure records of all internal and TU exam results, both digital and physical.
• Prepare result analysis by program, semester and subject to support academic improvement.
• Keep records of exam fees, forms submitted, admit cards issued, and documents received from TU.
•  Archive question papers, answer sheets and mark ledgers as per retention policy.

D. Coordination and Communication

•  Act as the main link between the college, TU, faculty, students and parents on exam matters.
• Hold exam briefing meetings with faculty and staff before every exam cycle.
•  Communicate exam schedules, rules and results clearly through notice boards, website, email and student groups.
•  Address student queries and grievances related to exams and resolve them fairly and quickly.

E. Compliance, Integrity and Improvement

•  Enforce exam rules and codes of conduct, and report malpractice cases to the Exam Committee and TU as required.
• Serve as Member Secretary of the college Examination Committee and keep its minutes.
• Ensure readiness of exam halls, furniture, lighting, CCTV, stationery, and labs for practicals.
•  Prepare exam-related reports for internal audits, QAA and accreditation processes.
•  Propose improvements to exam processes, including digital tools for results and records.
•  Perform any other exam-related duties assigned by the immediate supervisor.

F. Quality Assurance and Accreditation (QAA Assistant)

•  Assist the IQAC Coordinator in planning and running all QAA activities as per UGC Nepal QAA guidelines.
• Collect, verify, and organize data and evidence for the Self Study Report (SSR) under each UGC criterion.
• Maintain an organized evidence file system, both digital and physical, for every QAA criterion.
•  Prepare the Annual Quality Assurance Report and other periodic reports for the IQAC and UGC.
• Run feedback surveys from students, faculty, alumni, parents, and employers, and compile the analysis.
•  Support tracer studies of graduates and maintain alumni employment and further study data.
•  Keep records of academic results, pass rates, faculty profiles, research, training, seminars, and community activities.
• Update institutional data in UGC EMIS and other reporting systems on time.
•  Track action plans from QAA recommendations and report progress to the IQAC.
•  Link exam results and analysis with QAA reporting to show academic quality and improvement.

KEY REQUIREMENTS

• Qualification: Minimum bachelor’s degree in any discipline from a recognized university (Education, Management, or a related field preferred).
•  Experience: Minimum 2 years of experience in exam management or academic administration at a college affiliated with Tribhuvan University. Freshers can also apply.
•  Strong organizational and planning skills, with the ability to handle several exam cycles at once.
• High integrity and discretion in handling confidential papers and data.
•  Good computer skills: MS Excel, MS Word, email, and online university portals; familiarity with college management or result systems is a plus.
• Clear written and spoken communication in Nepali and English.
•  Attention to detail and accuracy with marks, records, and deadlines.
•  Ability to work calmly under pressure and resolve student issues fairly.
• Team leadership to guide invigilators and exam support staff.
• Good report writing, data analysis, and documentation skills.

WHY JOIN US?

•  Salary considered among the best in the education industry.
• Covered in Social Security Fund (SSF).
• Festival Allowances for all staff.
• Paid holidays, covering sick leave and institute-calendar holidays, including Winter Holidays.
• For new mothers, paid maternity leave, day care facility with nominal rates, lactation break.
•  Paternity Leave for New Fathers.
•  Staff discount on child education and eligible relatives’ education.
• Office Uniform.
•  Refreshments at United Coffee Club at subsidized rates and discounts on United Aiselu Farm (UAF) products.
•  Lunch facility for staff at the campus canteen.
• Easy loan access through United Education Cooperatives.
•  Staff development program with coaching, mentoring and training opportunities.
•  Length of service reward for long-term, dedicated staff.
•  Company events including picnics, sports meets and festive celebrations.
• Employee referral scheme.

We are committed to building an inclusive, growth-oriented, and dynamic workplace where contributions are valued, and potential is nurtured. If you are ready to be part of a purpose-driven team, we’d love to hear from you.

ABOUT UNITED ACADEMY GROUP

United Academy Group (UAG) is an established education group in Nepal, providing quality education from Play Group to Postgraduate level through its diverse educational institutions, including United School, United Universal School, United Academy, United College, and United Technical School. Since its establishment in 1997, UAG has remained committed to academic excellence, discipline, holistic development, and preparing learners to meet the challenges of the real world. With a strong focus on its people, UAG fosters a collaborative and continuous learning environment, providing employees with opportunities for professional development, training, career growth, and internal mobility across its institutions.

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