Certification Coordinator

6 days ago

California, United States CWEA (California Water Environment Association) Full time
About CWEA

CWEA (California Water Environment Association) is a leading organization in the water industry, dedicated to empowering, educating, and connecting water professionals to protect California's most critical resource: water.

With a community of over 10,000 professionals, CWEA represents all facets of wastewater management and resource recovery, from operators to lab technicians to engineers.

Job Summary

The Certification Coordinator is a key role in supporting candidates throughout the certification process. This position is responsible for application screening, test administration, and results reporting with the computer-based testing provider.

The ideal candidate will possess a blend of professionalism, efficiency, and organization skills, coupled with excellent judgement and communication skills, both verbal and written. Critical thinking skills are essential to navigate the complexities of data management and to ensure a high-quality certification experience for all candidates.

Key Responsibilities
  • Screen certification applications, making judgements to approve, reject, request more information from candidates/employers, or send to subject matter expert for further evaluation
  • Coordinate overall flow of candidates through the deadline-driven certification application cycle using the association management system (AMS)
  • Resolve certificate candidate customer service requests such as test site changes, test window changes, exam changes, ADA accommodations, and cancellations
  • Coordinate standard candidate communications such as application notifications, test results, and new certificant materials using AMS communication tools
  • Develop customized individual written communications to candidates as needed
  • Follow all quality control SOPs regarding the candidate application process and always maintain general vigilance regarding quality control
Test Results Entry and Reporting
  • Generate candidate data files using AMS queries and upload to Computer-Based Testing (CBT) provider
  • Access and download online candidate test data files from CBT vendor
  • Accurately enter test results data in AMS
  • Work with CBT provider to resolve technical issues and candidate scheduling issues
  • Follow all quality control SOPs regarding test results data entry and maintain general vigilance regarding quality control at all times
  • Create queries to generate certification test reports
  • Screen test appeals to resolve or flag for further review
Certification Renewals and Recertification
  • Screen Continuing Education (CE) documentation, making judgements to approve, reject, request more information from candidates/employers, or send to subject matter expert for further evaluation
  • Process recertifications and renewals in AMS, including follow-up required of renewals and recertification initiated
  • Generate and mail renewals, and specially requested certificates of competence, wallet cards and other materials using AMS queries and reports
  • Screen with assistance from subject matter experts, approve/deny CE for training events, notification, and assist trainers and educators
  • Prepare and mail form letters for renewals/recertification including CE due notices, invoicing fees due, refunds, etc.
  • Run regular and special communications to renewing and recertifying certificants using the AMS communications tools as directed
  • Drop lapsed certificate holders on a monthly basis
General
  • Follow all data quality control procedures, keeping a heightened vigilance and curiosity regarding data integrity
  • Respond courteously and efficiently to all questions and comments from customers
  • Handle certification related requests and issues elevated from the customer service staff
  • Maintain confidentiality of sensitive information, including physical security of confidential documents, at all times
  • Follow Standard Operating Procedures (SOPs) and modify and develop SOPs as directed
  • Maintain detailed files and records in accordance with Records Retention Policy
  • Other duties as assigned by the Director, Manager, and/or Executive Director

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