Position Summary:

The Program Operations Support Specialist is essential in supporting daily ICVA assessment operations. The primary responsibility of this position is to perform activities related to ICVA’s assessment programs, ensuring that operational tasks are completed, records are well-organized, and daily activities run smoothly. They serve as an essential link between ICVA staff and partners. This role requires independent decision-making, adaptability, and the ability to work independently. The position reports to the Director of Program Operations.

Essential Functions and Responsibilities:

• Support initiatives related to the program operational aspects of ICVA assessment programs.
• Process incoming purchasing requests, applications, and eligibility checks for ICVA assessments, then send eligible student data to testing vendors in the specified format.
• Develop standardized team best practices into documented procedures, flowcharts, and videos to boost operational efficiency.
• Collaborate with veterinary institutions and relevant jurisdictions to collect eligibility information for students and accurately enter it into the designated platform.
• Serve as a primary contact for candidates, partners, and staff, answering questions about assessment programs and providing essential support, such as assistance with exams for sites conducting remote proctored assessments.
• Keep accurate, current records of candidate information in the ICVA database and generate assessment reports to communicate candidate performance data.
• Coordinate with staff, testing vendors, schools, and licensing boards on upcoming exam administration, eligibility, and score reporting.
• Process candidate demographic changes, update the ICVA database, and notify the ICVA exam vendor of these updates.
• Review and analyze reports and other documents to assess their importance and plan suitable distribution.
• Serve as the staff liaison to designated ICVA committees, organize meetings, prepare and distribute agendas, meeting minutes, and other relevant materials.
• Assist in documenting processes and procedures, and prepare reports, presentations, and insights for senior leadership and key partners.
• Support the implementation of new technologies, automations, and AI-driven enhancements to improve program efficiency.
• Balance competing priorities to maintain an efficient workflow and high-quality program outcomes.
• Perform other duties as assigned to support program operations, assessment, outreach, and process improvement initiatives.

Key Attributes, Skills, and Competencies:

• STRONG COMMUNICATOR: The incumbent will prepare a diverse array of materials intended for both internal and external audiences. Such communications must be clear, concise, and compelling. The candidate develops and produces high-quality written work that is appropriate, thorough, and accurate. They are also effective in verbal communication and demonstrate agility as a facilitator.
• SELF-STARTER: The incumbent must possess the discipline necessary to fulfill commitments to staff, board members, and other partners. Has experience in communicating, coordinating, and collaborating with volunteers.
• PROFESSIONALISM: The incumbent will be required to demonstrate sound judgment and the ability to engage effectively with staff, volunteers, and vendors at all levels. It includes maintaining an appropriate demeanor and appearance, demonstrating confidence, and staying focused and optimistic even in uncertain times or when facing obstacles. Viewing change as an opportunity for improvement, the individual thinks proactively and creatively. They excel in customer service, possess strong interpersonal skills, and are resourceful.
• TEAM PLAYER: The incumbent must demonstrate strong team spirit, engage in relationships with a mutually beneficial approach, and take responsibility for their interactions within a collaborative work environment. They should also be willing to assist colleagues with projects beyond their initial assignments. Excellence in a team-oriented setting is essential. A collaborative, supportive, and proactive attitude is vital for success. Additionally, the individual must possess integrity and credibility with leaders, volunteers, partners, and staff.

Expected Hours of Work: This is a full-time regular position. Days and hours of work are Monday through Friday with core business hours occurring between 9:00 am CST – 3:00 pm CST. Employees are expected to complete a full 7.5 hour workday, and a 37.5 hour work week. There may be occasional evening and weekend work as job duties or projects require.

Work Environment: This position works remotely, or in a professional office environment. This position routinely uses standard office equipment as well as standard digital communication and office tools. This position is expected to maintain a dedicated workspace with reliable internet access and be available during core business hours for collaboration via email, phone and/or video.

Qualifications, Experiences, and Skills:

• Bachelor’s degree required.
• 3+ years of experience in administrative support and/or operations, preferably within an assessment or credentialing organization.
• Excellent verbal and written communication skills.
• Strong interpersonal and communication skills.
• Excellent organizational, analytical, and problem-solving skills.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite and other relevant software.
• Familiarity with developing procedural documentation and complex workflows.
• Ability to pivot and remain nimble while managing multiple projects with competing deadlines, navigating changes, delays, or unexpected events with professionalism.
• Maintains confidentiality at all times.
• Prioritizes tasks and manages time efficiently.
• Fosters and participates in a positive, team-oriented environment.
• Experience working for an assessment or credentialing organization is preferred.
• Knowledge of assessment, credentialing, process improvement, and project management is a plus.
• Ability to travel outside the area and overnight may be expected throughout the year.

About International Council for Veterinary Assessment

OVERVIEWThe International Council for Veterinary Assessment (ICVA) is a world leader in veterinary assessments. Our tests, including the North American Veterinary Licensing Examination (NAVLE), are administered in over 60 countries. At ICVA we collaborate with stakeholders* in academia, licensing boards and practicing veterinarians to ensure our tools can effectively assess the knowledge and skills required for veterinary practice. Our passion for developing high-quality products strengthens our commitment to providing world-class examinations and other assessment tools to protect the public, and animal health and welfare.VISIONThe world leader in veterinary assessments.MISSIONProvide world-class examinations and other assessment tools to protect the public, and animal health and welfare. Provide leadership and facilitate collaboration throughout veterinary medicine.*ICVA works with the National Board of Medical Examiners (NBME) to score the exam and create and distribute the score report.

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