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Administration Officer (Operations)
Faculty of Information Technology
A vacancy exists for an Administration Officer, Faculty of Information Technology
(Gardens Point campus). Appointment is ongoing, full-time.
Salary: $53 253 to $57 660 pa
DUTY STATEMENT
Purpose of Position
The primary role of this position is to coordinate the day-to-day operational and administrative aspects of the Faculty’s undergraduate, Honours and postgraduate course work students in a multi-campus environment. The position is responsible for ensuring that the following functions are performed in an efficient and effective manner with a strong focus on excellence in client service: admission, credit, orientation, enrolment, timetabling, assessment, progression and graduation. Activities include coordination of information management systems.
Applicants should be aware that some out-of-hours work is required as some activities occur outside of the QUT standard working hours 8.00am – 6.00pm. Payment will be in accordance with University policies.
Organisational Relationships
This position works closely with the Student and Academic Services Team and for the purposes of Performance, Planning and Review reports to the Student and Academic Services Manager.
This position is required to work as a member of a medium-sized team and is expected to interact with all staff and students of the university.
Duties include:
Student Administration Functions
- Responsible for day-to-day operation of the following student administration related tasks:
- Admission of direct entry students;
- Processing applications for academic credit;
- Participation in the planning process for the University’s Orientation Program and assist with the Faculty’s orientation program and sessions;
- Policy advice regarding complex enrolment cases;
- Certification of graduands;
- Approve leave applications; and,
- Overseeing the preparation of the Faculty’s entries in University publications.
- Foster a client relationship approach with other organisational units of the University, in particular, Student Business Services to ensure that the above functions are undertaken in an effective and efficient manner.
- Liaise with Faculty stakeholders to prepare, review and update the Faculty’s entries in a variety of internal systems and publications to ensure the timely editing and checking of information for accuracy and consistency. The systems/publications include:
- Callista or SAMS – course and unit information;
- StudyFinder – course structure, admissions requirements, unit Finder, scholarships;
- Academic Database;
- Course Summary Sheets;
- Handbook;
- Faculty advanced standing agreements/arrangements with external and international institutions;
- Course structure for Advanced Standing students;
- ACIR (Australian Career Information Register);
- Undergraduate and Postgraduate prospectuses; and,
- Other publications as required.
- Coordinate the data entry cycle for the Faculty’s internal Unit Management Information System (UMIS).
- Responsible for interpretation and coordination of student administration changes brought about by implementation of the Student and Academic Management System; and other university rule or process changes. This includes drafting policy changes for consideration by the relevant Faculty Committee/s.
- Assist with the retrieval, manipulation and presentation of data to provide timely, accurate and meaningful statistical information to senior officers to support quality decision-making and planning across the Faculty using a range of information management systems across the University including the QTAC system, Callista, Syllabus +, FITSIS and data and analysis planning files.
- Liaise and consult with course coordinators and unit coordinators to develop and update FAQ’s and information on the Faculty website, which will enable students and staff to access accurate administrative advice and information in a flexible manner.
- Provide support for special projects.
- Contribute to cross Faculty projects by participating in team work and exchanges.
- Represent the Student and Academic Services Manager in University wide discussions on student administration issues.
- Participate in promotional, marketing and graduation activities eg. TSXPO.
- Accountable for complying with health and safety policies, procedures, hazard reporting and safe work practices.
- Act as a back-up to the position Student Business Servicers Officer.
- Act as a day-to-day supervisor for Student Services Officers.
Student and Academic Management System
- Responsible for ensuring SAMS (University Corporate Student Information System) has parameters set to meet Faculty and University requirements by maintaining and updating course and unit rules.
- Responsible for coordinating the bi-annual request to Clusters for unit availability to ensure that planning may be undertaken effectively and meet University and Faculty commitments for quality advice to stakeholders.
- Liaise with the Database Administrator to enhance the effectiveness of the Faculty’s Student Information System in supporting changes in administrative processes.
Committee Support
- Copying and distribution of agenda and minutes and specific pre-meeting activities as required.
SELECTION CRITERIA
Essential:
- Education, training and/or experience equivalent to a recognised Bachelors degree with at least three years relevant experience in a higher education environment.
- Demonstrated ability to interpret, implement and review policies and procedures from an operational perspective in the area of student administration.
- Experience in developing, implementing and managing logical, systematic and efficient processes to address workload and business needs.
- Demonstrated supervisory experience and/ or excellent organisational skills including the ability to coordinate the workflow processes of others to achieve specified objectives within agreed timelines.
- Excellent interpersonal skills with the ability to negotiate effectively to ensure satisfactory outcomes, and a demonstrated commitment to delivery of client focussed services.
Demonstrated excellent written communication skills including the ability to draft a range of correspondence including memos, letters, notices and reports.
Demonstrated proficiency in a range of software applications including software packages such as Microsoft Outlook Mail and Calendar, Microsoft Word, EXCEL and web design software.
Desirable:
- Familiarity with the University Student Information Management system.
INTERNAL ONLY: Only staff currently on the QUT payroll or engaged at QUT through a temporary agency for a continuous period of three months or more, QUT Student Guild staff or Aboriginal and Torres Strait Islander people are eligible to apply for the position and should submit application directly to the QUT Human Resources Department.
Information for Applicants
This position is located in the ‘Opportunities open only to QUT Staff and Indigenous Australians’ section. This position is only open to Indigenous Australians, QUT Staff or QUT Student Guild staff who are Australian or New Zealand citizens or Australian permanent residents and who are legally entitled to work in Australia.
This position is ongoing and applicants must be Australian or New Zealand citizens or be an Australian permanent resident at the time of the closing date to be eligible for this position.
Applicants are required to notify the University of any immigration restrictions that may preclude them from fulfilling the terms of any contract of employment offered at QUT.
Smoking is not permitted in QUT buildings, inside QUT vehicles or in any area not designated as a smoking area.
FURTHER INFORMATION: Before submitting an application, applicants should refer to QUT’s conditions of employment, applying for positions and information about the University. For further information regarding the position contact Dr Ricky Tunny on 3138 2176, e-mail: r.tunny@qut.edu.au. If you require further information on conditions of employment contact the Human Resources Department on 3138 4148 or e-mail: k.buffey@qut.edu.au.
APPLICATIONS: Applications and envelopes should quote 28191. Applicants are encouraged to systematically address the selection criteria and include a copy of their curriculum vitae plus the names and contact details of three professional referees. Applicants should
attach the application
cover sheet to
their application.
WHERE TO SEND YOUR APPLICATION:
Please submit your application via ONE of the methods below.
E-mail: jobapplications@qut.edu.au
Fax: (07) 3138 4188
Closing date for this position is 21 May 2008.
After the closing date, you can check the status of
the recruitment process. QUT is an equal opportunity employer and employer
of choice for women.
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