Academic Support Administrator

Job description / Role

Summary of Key Duties and Responsibilities:

• Provide administrative support for Learning & Teaching activities within the Schools and the Registry and Academic Support Directorate.
• Provide professional customer service in all interactions.
• Communicate effectively by phone, email and in-person in a professional and tactful manner; respond promptly and accurately.
• Provide accurate information and assistance to stakeholders on University rules, policies and procedures as it relates to the Schools and Learning & Teaching Activities.
• Investigate and resolve inquiries. If outside the scope of the role, connect the stakeholder with the relevant recipient/staff.
• Maintain accurate and complete School records related to Learning & Teaching activities.
• Support the examination process, which may include examination paper preparation, photocopying, archiving scripts, sending examination papers to external examiners, liaising with Academic staff, and coordinating exam adjustments for students of determination.
• Collate and layout coursework, exam scripts and dissertations for External Examiners to view prior to exam boards or for accreditation/review panels.
• Archive coursework, exam scripts and dissertations, and arrange for coursework, exam scripts and dissertations to be destroyed, as outlined in the University’s data management policies.
• Provide administrative and logistical arrangements for quality processes such as Academic Reviews and accreditation activities.
• Clerk Learning & Teaching related meetings, such as progression and exam boards. This includes meeting arrangements, preparing and circulating agendas, necessary documentation and reports, and minute-taking.
• Enter exam/coursework marks.
• Upload personal tutor details to Banner.
• Contribute to the development and drafting of procedural documents in line with School, Campus and University policies.
• Update programme handbooks.
• Help with planning, preparing and implementing various Registry and Academic Support events, such as induction, enrolment, course registration and graduation.
• Review student enrolment and course registration; follow up to ensure students are enrolled and properly registered.
• Assist academic staff with attendance records and issue attendance warnings to students.
• Provide administrative support for School-level student appeals, complaints and academic misconduct.
• Guide the Student Service Centre to process course transfers, course change forms and other academic related changes to the student record in Banner.
• Send announcements to relevant student groups as instructed by academic staff and the Academic Operations Division.
• Maintain confidentiality of University and student records at all times.
• Prepare, compile and maintain regular reports and records as well as complete ad hoc requests.
• Other duties as assigned to support the mandate and goals of the Registry and Academic Support Directorate, and the wider University.

Requirements

The Academic Support Administrator provides administrative support to the Schools for Learning & Teaching activities, including record keeping, logistical arrangements for quality processes (eg, Academic Reviews), preparations for exams, preparations for progression and exam boards, and clerk for key Learning & Teaching related meetings.
In addition, the Academic Support Administrator provides prompt and professional service to a wide range of stakeholders, including students, parents, staff and external entities.
The post-holder investigates and resolves inquiries, explains University rules, policies and procedures.

Education, Qualifications & Experience:

Essential

1. Educated to at least degree or equivalent practical experience in the workplace
2. Experience of working within a similar environment as outlined above
3. Competent in the use of relevant IT packages
4. Well-developed interpersonal skills
5. Demonstrable professional and proactive approach
6. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
7. Demonstrable provision of excellent customer service
8. Analytical problem-solving skills
9. Excellent English language skills including writing, speaking and comprehension

Desirable

1. Experience in Higher Education
2. Experience working with Banner

About the Company

Heriot-Watt University was the first overseas university to set up in Dubai, offering top quality British education to undergraduate and postgraduate students and executives from the Gulf and further afield.

Heriot-Watt was invited to Dubai to provide specialized programmes in the fields of management, engineering, built environment, food science and fashion.

The University has been operating in Dubai for over a decade and the brand new, purpose-built campus offers excellent facilities and programmes ranging from Masters programmes in disciplines as challenging and diverse as Petroleum Engineering, Construction Project Management, Management, Energy, Information Technology and the world-renowned Edinburgh Business School MBA, to undergraduate degrees in Management, Construction, Quantity Surveying and Engineering.