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.
