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Senior Administrator – Academic Programmes (G261-18CA)

Office of the Pro Vice-Chancellor , College of Sciences

This is a permanent full-time position, supporting administrative processes relating to the academic portfolio within the College of Sciences.

Location:Palmerston North
Grade:Grade F
Salary:$48,719 - $68,838 pa
Applications close:11:45 p.m. on 28 July 2018

Position overview

The Senior Administrator – Academic Programmes position offers the opportunity to work with a dedicated and friendly team, providing skilled administrative support for the management of the College of Sciences academic programmes. You will provide assistance, support, and advice to academic leaders during the quality assurance processes for existing qualifications and during the development of new qualifications. You will also provide support to working groups and committees to ensure smooth operation and accurate documentation of processes and decisions.

You will be based in Palmerston North, in the Office of the Pro Vice-Chancellor (Sciences). If you require any further information, please contact Professor Simon Hall at

Job description

Purpose statement

The Senior Administrator – Academic Programmes provides administrative support for the academic portfolio (below doctoral level) and professional development portfolio hosted by the College of Sciences.

Responsible to

Manager – Programme Administration, College of Sciences

Key accountabilities

Academic administration:
Assist the Manager – Programme Administration in preparing and quality assuring documentation for the approval and accreditation of courses and qualifications.
Assist the Manager – Programme Administration to plan quality assurance processes for the College’s academic and professional development programmes.
Monitor timelines for academic approval, quality assurance, and compliance requirements. Assist the College to meet deadlines by facilitating administrative processes and through appropriate communication with academic and professional staff within the College and in other administrative centres within the University.
In collaboration with the Manager – Programme Administration assist with processing change requests relating to the delivery of programmes and courses.
Work with staff in the wider University in relation to the administrative management of academic programmes including Student Administration, International Office, Office of Academic Assurance, National Centre for Teaching and Learning, and the Library.

Meeting management:
Provide administrative support to meetings associated with College courses and programmes, including minute taking and agenda collation, and review and distribution of meeting documents as required.
Enact committee decisions for revisions of proposal documentation in the University’s administrative databases, which requires high-level access to key systems, and appropriate care and accuracy.

Reporting to support review processes:
Collate and provide data and information to staff of the Office of the Pro Vice Chancellor, College of Sciences in relation to academic programmes.

Support processing of student results and applications for special consideration:
Undertake delegated responsibilities in relation to the processing of student requests for re-evaluation of marking, and consideration of exceptional circumstances for College of Sciences courses.
Assist with the compilation, entry, and processing of student marks and grades.
Provide information and advice regarding University policy and regulations relating to College of Sciences students and qualifications.

General duties:
Act professionally and complete work to a high standard to support maintenance of the high regard of the College’s academic programmes with students, graduates, employers, the community, and academic staff.
Undertake other appropriate duties as requested by the Manager – Programme Administration.
Work alongside others reporting to the Deputy Pro Vice-Chancellor (Academic) to provide tactical administrative support to those positions in relation to the delivery and management of the College’s academic and professional development portfolios.

Person specification


A university-level qualification is preferable


• Significant administrative experience at an intermediate or senior level.
• Significant experience in committee secretarial duties.
• Experience with working with electronic administrative systems and databases.
• Experience with working in an administrative team while demonstrating ability to self-manage in areas of designated responsibilities.
• Experience with working with a range of staff at different levels within an organisation.
• Experience in a university or tertiary education setting an advantage.

Personal attributes and behaviours

• Ability to support change
• Excellent communication skills
• Ability to prepare and present written documents which are clear and well organised
• Proven data management skills including use of spreadsheets and databases
• Strong interpersonal skills
• Persistence
• Rigour, accuracy, and attention to detail
• Ability to exercise judgement
• High level of personal integrity
• Ability to be discreet and maintain confidentiality
• Proven commitment to personal and professional development
• Flexibility and ability to organise priorities within tight deadlines
• Self-managing
• Ability to work in teams
• Ability to acquire a good working knowledge of University policy, procedures, and the qualifications on offer.
• Ability to acquire wide knowledge of University systems and adapt to new systems


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