Academic Services Administrator

Roles & Responsibilities

The role will provide administrative support in the Academic Services department, offering comprehensive academic support services to students and staff, and maintaining the applicable academic systems.

DUTIES:

1. Academic Staff Management

• Prepare and maintain sessional academic staff employment contracts.
• Organise and maintain academic staff contact details, network accounts and systems access.
• Ensure academic staff have access to the required equipment and resources.
• Obtain necessary teaching approval for academic staff.
• Maintain records of academic staff's qualifications and CVs.
• Register academic staff details through online systems to maintain CPE registration of academic staff.
• Check sessional academic staff teaching claims for submission to Finance for processing.
• Assist in planning and organising Professional Development workshops for academic staff.

2. Student Management

• Manage students' records and update students' status on Student Management systems to ensure accuracy of record and academic status.
• Advise students on course requirements.
• Assist with the enrolment of new and continuing students.
• Provide support and assist students with academic enquiries.
• Identify students in need of academic skills support and refer them to the relevant support class.
• Monitor academic progress to identify students at risk.
• Process course variation applications and provide relevant academic counselling to students relating to the study plan.
• Organise and conduct student academic advising sessions and briefings when required.
• Ensure student academic progress is in accordance with regulations.

3. Course Planning and Delivery

• Assist in planning units offered for each study period for all programs.
• Manage and update student study plans each study period for all programs.
• Assist in the development of the academic timetable for each study period in consultation with the Director of Academic Services and academic staff.
• Prepare a timetable in the Student Management System and set up for students' class registration.
• Manage students' class registration via the Student Management System.
• Support the class monitoring process to ensure they are taking place in accordance with the timetable and keep records of any changes.
• Support academic staff for course delivery requirements.
• Support lesson observation as part of quality management.
• Assist in planning and organising Study Skills workshops for students.
• Maintain up-to-date knowledge of course structures, academic policies and procedures.

4. Attendance System Management

• Manage the attendance system and liaise with the vendor to ensure the system is operating effectively.
• Ensure that information (e.g., student enrolment and timetable details) on the attendance system is up to date and accurate.
• Monitor the captured attendance records and review the accuracy of the data captured against the scheduled timetable.
• Prepare relevant reports from attendance records to facilitate the monitoring of attendance requirements, including identifying students at risk.
• Prepare student attendance records for submission to the Immigration & Checkpoints Authority for Student's Pass applications.
• Process students' absence justification requests and lecturers' manual attendance requests.
• Process attendance appeals.
• Coordinate and facilitate staff training sessions on the attendance system.
• Coordinate and facilitate the capturing of students' bio data.

5. Academic Support

• Meet and provide counselling for students who do not meet attendance requirements.
• Provide support and assist students with academic enquiries.
• Prepare the daily classroom schedules on the display monitors and maintain the locations where classroom schedules are displayed.
• Support the class monitoring process to ensure they are taking place in accordance with the timetable and keep records of any changes.
• Support academic staff for course delivery requirements.
• Assist in the preparation of class lists.
• Manage students and teaching staff surveys, including the creation of the surveys, results compilation, and analysis.
• Assist with the logistics of tests and examinations.
• Assist with the logistics for the enrolment period.
• Assist with the preparation of Student ID cards.
• Process and prepare students' letter requests.

6.

Others

Plan and implement student and academic staff surveys.

Ad-hoc tasks assigned by the Student and Academic Services Manager (Academic Affairs).

SELECTION CRITERIA:

Essential:

A diploma (or equivalent).

Excellent communication (both verbal and written) and interpersonal skills.

Proven ability to meet deadlines and work with minimum supervision.

Well-developed time management and organisational skills.

High levels of initiative and problem-solving skills.

Desirable:

Experience in academic administration and/or programmes management, preferably in higher education.

Experience in working with international students.

Ability to adapt in a dynamic and fast-paced environment.

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