The Office of Academic Services (OAS) plays a key role in advancing the University's educational goals through implementing and administering the academic framework and policies established by the University's academic body. We support the development and review of academic policies, advise on the procedures, and maintain the academic records of students.
This role supports student matriculation and candidature status processes. The incumbent will also ensure quality update of student particulars and enrolment status records, process student requests such as leave of absence, and support business process review and systems enhancements.
Responsibilities
Student Matriculation Processes
- Supports senior officer to manage the end-to-end matriculation process for new students including scheduling, reviewing communication materials and system set-up.
- Supports the work process for matriculation cards, including in photo collection, data transmission of student data to external printer, dissemination of printed cards to Schools.
Student Particulars, Student Status and Candidature Period
- Updates changes to student particulars.
- Issues notification on programme withdrawal and termination, and approved readmission.
- Maintains student status (active/in-active) record.
- Supports processes on waiver of students’ minimum candidature period and request for extension of candidature, including liaising with One-Stop on student pass matters.
- Maintains changes to students’ candidature period.
Student Requests for Leave of Absence
- Processes the various types leave of absences for Graduate Research students.
- Monitors system update of approved leave.
- Manages online systems including display instructions, system set-up, notification trigger.
- Supports senior officer in managing appeal cases.
- Attends to stakeholders’ enquiries and escalates special cases for senior officer’s attention.
Academic governance, policy and process, system access and enhancement, data request
- Supports senior officer in implementing academic policies and guidelines, in reviewing procedures, and in stakeholder engagement.
- Supports in the design of workflows and in process streamlining, assists in automation efforts and system changes.
- Assists in metrics reporting, data requests and audit on student enrolment and particulars records.
- Attends to phone and email enquiries, and support reporting officer in other duties, as assigned.
Cross-team Projects
- Support other academic activities during peak periods at OAS level.
Requirements
- Polytechnic diploma in any discipline.
- Proficient in use of IT applications and databases.
- Knowledge of SQL would be an advantage.
- Experience in stakeholder communications, academic services and administration in higher education setting would be an advantage.
- Good interpersonal and communication skills (both written and oral).
- Meticulous and high attention to details.
- Energetic, resilient, and receptive to change.
- Fast learner who is eager to learn new skills and adapt to different situations.
- High integrity is a must.
- Service-oriented mindset.
