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Doctoral Programmes Administrator (G039-17AB)

Research and Enterprise, Research, Academic and Enterprise

An experienced, pro-active Administrator is required to provide high quality administrative support to Doctoral Students, Doctoral Supervisors, and the Doctoral Research Committee.

Location:Palmerston North
Term:Fixed Term of 12 Months
Grade:Grade E
Salary:$40,911 - $60,328 pa
Applications close:11:45 p.m. on 5 March 2017
Additional Information:Criminal Convictions Form.pdf

Position overview

Massey University has over 900 students enrolled in a Doctoral degree across our three campuses. The Graduate Research School (GRS) within the office of Research & Enterprise, assisted by the Doctoral Research Committee (DRC) works closely with the International Students Office and Colleges with respect to the administration of Doctoral students.

We are now seeking an experienced, pro-active Administrator for a fixed term period to provide administrative support for doctoral degrees including receiving and processing all applications for Doctoral degrees; managing enrolments; monitoring candidatures; and arranging Doctoral examinations.

You will need to be able to work in a team environment, have a strong customer service focus, ability to develop positive relationships with key stakeholders, have excellent organisational skills, written communication skills and time management. You must be innovative, display initiative and problem solving ability, be able to multi-task and understand and report complex information.

To be successful in appointment to this opportunity it is essential you have;
• Previous administrative experience preferably within the tertiary sector
• Experience undertaking Committee secretarial duties and support
• Knowledge of tertiary programme structures and principles
• Advanced database and Microsoft Office skills

If you match the requirements of this role and are looking for a full time opportunity to join us in making a difference then apply now.

Job description

Purpose statement

The purpose of this position is to provide high quality administrative support relating to Doctoral Students, Doctoral Supervisors, and the Doctoral Research Committee.

Responsible to

Manager, Graduate Research School

Key accountabilities

  1. To receive, acknowledge, check and process applications for admission for Doctoral students in an accurate and timely manner.
  2. To receive, acknowledge, check and process changes to candidature for Doctoral students in an accurate and timely manner.
  3. To prepare, send out, receive, and process the regular progress reports for Doctoral students.
  4. To administer and monitor the examination process for Doctoral student theses.
  5. To prepare reports, agenda, and minutes, where appropriate, relating to the business of the Doctoral Research Committee.
  6. To service the meetings of the Doctoral Research Committee, including the subsequent implementation of Committee decisions.
  7. To ensure that all information relating to Doctoral students is recorded accurately on the Doctoral database, and filed accordingly.
  8. To ensure that an appropriate information service is provided to students (prospective and current) and staff related to the Doctoral students.
  9. To ensure that appropriate liaison occurs with other University Units regarding the admission, enrolment, examination, graduation and other administrative issues affecting Doctoral students.
  10. To ensure the development and maintenance of up-to-date procedure manuals for the administration of Doctoral students at Massey.
  11. To prepare reports on Doctoral student activity as required.
  12. To undertake other tasks as directed by the Manager, Graduate Research School; Chairperson, Doctoral Research Committee; and the Dean of Research & Researcher Development.

Key relationships

Internal relationships with:
Doctoral Students
Doctoral Student Supervisors
Dean, Research & Researcher Development
Chair, Doctoral Research Committee
Doctoral Research Committee Members
Research & Enterprise staff
College Postgraduate Directors
Heads of Academic Unit
Academic Unit Postgraduate Coordinators and Administrators
Director and Team Leaders in Student Administration, Massey Contact, Information Technology Services
RIMS Administrator

External Relations with
Doctoral Examiners
External Doctoral Supervisors

Person specification


• Previous administrative experience is essential, preferably within the tertiary sector
• Committee secretarial duties and support
• Familiarity with database systems and reporting
• Experience with office administration and procedures at an intermediate or higher level

Personal attributes and behaviours

• Ability to work in a team environment
• Ability to relate easily and professionally to a diverse range of students, staff and external persons, from a wide range of backgrounds and cultures
• Strong customer service focus
• Ability to develop positive relationships with key stakeholders
• A systematic approach, attention to detail and confidentiality are essential
• Knowledge of tertiary programme structures and principles, or a capacity to acquire such knowledge
• Change management and process improvement
• The ability to develop an understanding of Doctoral Regulations and overall working knowledge of the Graduate Research School
• Excellent organisational and time management skills
• Excellent written and oral communication skills
• Ability to analyse, understand and report complex information
• Initiative and problem solving ability
• Innovative

Additional Pre-employment Checks

Requirement to pass a Criminal and Traffic Convictions (Security) Check performed by the Ministry of Justice


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