EDUCATION MATTERS
applicants join one of our 30-minute information sessions to learn about the job and its expectations. Those keen go on complete at least two training sessions—one of which is held in person, so we meet everyone face-to-face at least once. THE DELICATE ART OF ASSIGNMENT Once our team is in place, it is time for the logistical puzzle: assigning test administrators to schools. This may sound easy—our software shows a map of participating schools and suggests available administrators sorted by proximity. But in reality, it is rarely that simple. Perhaps the closest person isn’t available. Or another administrator doesn’t have a car and there are laptops that need transporting. The third has too many bookings already. The fourth is brand new, and we’ve learned from experience not to staff too many newcomers at one site. The fifth is a good match, but is currently living too far away. Then, finally—hallelujah!—the sixth candidate is the perfect fit: experienced, available, mobile, and happy to work with another colleague at the location. LOGISTICS IN MOTION: THE LAPTOP SHUFFLE Our database also keeps tabs on our laptops—where they are now and where they need to be tomorrow. Every shipment involves a three-way coordination between us, the courier, and the test administrator. Who will pick it up? From where? When? Where should it be delivered next? Despite fixed schedules, there are always adjustments. This means that we have to coordinate, confirm, and adapt— making sure all three parties are kept in the loop.
In the end, both test administrator assignment and laptop logistics are like assembling a complex jigsaw puzzle, with the difference that some of the pieces have their own preferences. WRAPPING UP: THE FINAL TASK Once testing concludes, there is just one more piece: invoicing. Every two weeks, test administrators receive pre- filled invoice templates and questions often arise. What counts as reimbursable? What if a detour was required due to a road closure? Can a rental car be covered? Is overnight accommodation allowed? We’ve even had the question before: “I had to speed to arrive on time. Will you cover the fine?” (Spoiler: no.) Billing is about calculations, but also about clear expectations, good documentation, and tactful communication. THE TEAM BEHIND IT ALL Coordinating test administrators is a multifaceted job. It requires organizational skill, flexibility, attention to detail, and strong communication. A small, dedicated team of six— supported by our colleagues in IT, logistics, and finance— makes it all happen, often across multiple studies at once.
When the last invoice is submitted and everything is wrapped up, we exhale, smile, and get ready to do it all over again. ■
You can follow the IEA Hamburg Test Administrators’ Coordination on LinkedIn .
Acquisition
Training
Planning of assignments and logistics
Support in the field
Invoicing
Communication
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