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Academic Administrator - Academic Services (G195-17CA)

Student Administration, Operations, International and University Registrar

We are seeking an experienced academic administrator to join a progressive team in Palmerston North, to work collaboratively across the university in a 12 month fixed term role, covering parental leave.

Location:Palmerston North
Term:Fixed Term of 12 Months
Salary:Grade E/F
Applications close:8:15 a.m. on 31 July 2017

Position overview

Massey has served generations of learners from all backgrounds. Our students experience research-led teaching, innovative modes of delivery, outstanding student support services and high quality resources. Each year, about 30,000 students from over 80 countries choose Massey University to help them realise their ambitions and achieve their true potential.

We are now seeking an academic administrator to join a progressive team working across the university. The position involves organising and managing the administration support systems and activities that facilitate the student lifecycle from admission to graduation.
Within these roles you will be assessing and responding to a wide variety of student applications for service. You will work closely with Student Advisers and with other professional and academic staff in the wider University to meet defined standards of service to students while maintaining the standards and reputation of the University.
The University is in the process of implementing a new student management system which will require staff to be adept at coping with change and flexible in their approach to implementing the change. Applicants for this position should be able to demonstrate their agility in working in an evolving workplace and their desire to play their part in this continuous improvement. The physical work environment is open plan and fast pace so applicants will need to demonstrate their ability to work in this manner and type of workplace.

This position is for 12 months fixed term, while the incumbent staff member is on parental leave.

To be successful in appointment ideally you will have substantial administration experience within an academic environment and proven experience with change management and process improvement. This full time role is based at our Palmerston North campus – submit your application online at Massey Careers

Job description

Purpose statement

Academic Administrators carry out a variety of administrative tasks that ensure students are properly engaged with the University and with their study, that information student data is up to date and accurate, and their activities is consistent with the policies and regulations of the University, and that that their experience of University services is a positive one.

Academic Administrators apply their knowledge and skills to the relevant operational processes as the work-cycle demands. These tasks include assessing and responding to a wide variety of student applications for service. Administrators work closely with Student Advisers and with other professional and academic staff in the wider University, to meet defined standards of service to students while maintaining the standards and reputation of the University. Each Academic Administrator supports an identified portfolio of programmes as well as assisting with general University administration as required.

Responsible to

Service Leader, Academic Administration

Key accountabilities

Organise and undertake student administration and support activities throughout the study lifecycle (admission to graduation) for their portfolio of programmes.
• Assess and support applications for a portfolio of programmes in accordance with regulations. This includes, but not limited to, admission, paper approvals, recognition of prior learning, cross credits practical placements, selection processes, Massey scholars etc.
• Manually assess applications falling outside the automated process, implement exceptions transparently and within agreed delegations.
• Escalate any areas outside agreed delegations to Senior Consultants for consideration and resolution.
• Support other Academic Administrators as needed.
• Act as a point of contact for Student Advice and Information, National Contact Centre and other student services for enquiries and / or clarifications.
• Participate in marketing and advisory events for students (eg programme events, open days, staying on track) as required.
2. Contribute to the development and maintenance of the Programme Guides.
• Work closely with the Senior Consultants to ensure Programme Guides contain accurate information, including identification of areas that could be improved.
• Provide advice and assist with qualification development as required, including participation in appropriate College decision making forums.
• Liaise with colleagues within the Student Advice and Information unit to ensure consistency of information.
• Ensure that any changes in rules/processes are documented in a timely manner and available to all members of the Student Administration team.
3. Maintain student and course related data within agreed delegations.
• In accordance with agreed College delegations, maintain course related data.
• Organise and maintain student data using the Student Management System.
• Work closely with the Student Management Support and Development Unit to ensure data and rules are entered accurately and system integrity is maintained.
• Respond to requests for academic documents (records, certificates of attainment, replacement scrolls) in a timely manner. Manage textual entry process to ensure academic records meet quality standards.
4. Undertake administration for one or more key business areas
• Responsible for one or more Student Administration activities. For example, but not limited to, management of contact course placements, exclusions, academic progress monitoring, practical work placements etc. Work with university stakeholders as required.
5. Contribute to the continuous improvement of the Academic Administration unit.
• Assist with ongoing development of business processes and student management system to support academic administration.
• Identify opportunities for improvement; discuss with Service Leader and Senior Consultants.
6. Participate in staff development, and training activities.
• Participate in ongoing professional development.
7. Contribute to the Student Administration team, documentation and reporting.
• Contribute as an active member of the Student Administration team, working collaboratively across the units, participating in team meetings, and covering staff absences as required.
• Inform Student Administration reports provided to AVCAI, PVCs and other senior managers.
• Maintain accurate and accessible process documentation.
• Represent Student Administration in interactions with the University community, acting professionally, responsibly and ethically on all matters.
8. Contribute to special projects.
• Participate in special projects as required.

Person specification




• Substantial administration experience within a complex environment
• Experience with change management and process improvement
• Operational experience in a service environment
• Familiarity with database systems, spreadsheets
• Knowledge of tertiary programme structures and principles an advantage
• Knowledge of MS Word and Excel at intermediate level or above. Ability to use information systems to support all functions of role.

Personal attributes and behaviours

• Strong client service focus
Provide a prompt, efficient and personalised service to customers; ensure that individual customer needs are met.
• Ability to work in a team environment and develop positive relationships with key stakeholders.
Establish and maintain relationships with people at all levels.
• Excellent organisational skills and time management
Establish clear priorities; schedules activities to ensure optimum use of time and resources; monitor performance against objectives; prioritises variable workloads.
• Excellent communication skills (oral and written)
Produce written communications that are clear, fluent, concise, and readily understood by intended recipient(s)
Communicate orally in a manner which is clear, fluent, to the point
Able to communicate with, relate to and see issues from the perspective of people of other cultures and backgrounds.
• Ability to understand and interpret complex information
Seek all possible relevant information for problem solving and decision making; consult widely, analyse issues from different perspectives
Demonstrate detailed knowledge and expertise in relation to the job; readily absorb new technical information and keep up to date in specialist areas
• Initiative and problem solving ability
Proactive and self-starting; seizes opportunities and acts upon them; originates action and actively influences events
Breaks problem into constituent parts and differentiates key elements from the irrelevant or trivial; approaches problems calmly and logically; draws sound inferences from information available
Makes rational, realistic and sound decisions based on consideration of all the facts and alternatives available.
• Ability to engage with change
Open to ongoing change in role as required to meet University objectives; engages with change; provides feedback assertively and constructively


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