Academic Services Administrator

**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.**:

- **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.**:

- **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 pro