The role will provide administration support in Academic Services department and to provide comprehensive academic support services to students and staff and maintain the applicable academic systems at Curtin Singapore.
DUTIES:
1. Academic Staff Management
· Prepare and maintain sessional academic staff employment contracts.
· Organise and maintain academic staff contact details, network accounts and systems access.
· Ensure academic staff have access to the required equipment and resources.
· Obtain necessary teaching approval for academic staff.
· Maintain records of qualifications and CVs of academic staff.
· Register academic staff details through online systems to maintain CPE registration of academic staff.
· Check sessional academic staff teaching claims for submission to Finance for processing.
· Assist in planning and organising Professional Development workshops for academic staff.
2. Student Management
· Manage students’ records and update students’ status on Student Management systems to ensure accuracy of record and academic status.
· Advise students on course requirements.
· Assist with enrolment of new and continuing students.
· Provide support and assist students with academic enquiries.
· Identify students in need of academic skills support and refer them to relevant support class.
· Monitor academic progress to identify students at risk.
· Process course variation applications and provide relevant academic counselling to students relating to the study plan.
· Organise and conduct student academic advising sessions and briefing when required.
· Ensure student academic progress is in accordance with regulations.
3. Students’ Contracts and Student’s Pass Management
· Process Student’s Pass renewal application and Student’s Pass cancellation for each study period on SOLAR+.
· Monitor the validity and expiry of Student’s Pass and other types of passes for non-citizens.
· Maintain records of the application, payment, approval, and collection of Student’s Pass.
· Ensure all Student’s Pass changes have relevant approvals in line with policy.
· Maintain procedures manual for the management of Student’s Pass.
· Assisting with the preparation, checking and approval of Student Contracts.
· Execute student contracts in accordance with the procedures and in line with policy.
· Compliance lead for Student Contracts and Student’s Pass regulatory requirements.
4. Course Planning and Delivery
· Assist in planning of units offering for each study period for all programs.
· Manage and update student study plans each study period for all programs.
· Assist in the development of the academic timetable for each study period in consultation with Director of Academic Services and academic staff.
· Prepare timetable in the Student Management System and setup for students’ class registration.
· Manage students’ class registration via the Student Management System.
· Support the class monitoring process to ensure they are taking place in accordance with the timetable and keep records of any changes.
· Support academic staff for course delivery requirements.
· Support lesson observation as part of quality management.
· Assist in planning and organising Study Skills workshops for students.
· Maintain up to date knowledge of course structures and academic policies and procedures.
5. Attendance System Management
· Manage the attendance system and liaise with the vendor to ensure the system is operating effectively.
· Ensure that information (e.g., student enrolment and timetable details) on the attendance system is up to date and accurate.
· Monitor the captured attendance records and review the accuracy of the data captured against scheduled timetable.
· Prepare relevant reports from attendance records to facilitate the monitoring of attendance requirements, including identifying students at risk.
· Prepare student attendance records for submission to Immigration & Checkpoints Authority for the purpose of Student’s Pass applications.
· Process students’ absence justification requests and lecturers’ manual attendance requests.
· Process attendance appeals.
· Coordinate and facilitate staff training sessions on the attendance system.
· Coordinate and facilitate the capturing of students’ bio data.
6. Academic Support
· Meet and provide counselling for students who do not meet attendance requirements.
· Provide support and assist students with academic enquiries.
· Prepare the daily classroom schedules on the display monitors and maintain the locations where classroom schedules are displayed.
· Support class monitoring process to ensure they are taking place in accordance with the timetable and keep records of any changes.
· Support academic staff for course delivery requirements.
· Assist in preparation of class lists.
· Manage students and teaching staff surveys including the creation of the surveys, results compilation, and analysis.
· Assist with the logistics of tests and examinations.
· Assist with the logistics for enrolment period.
· Assist with preparation of Student ID cards.
· Process and prepare students’ letter requests.
7. Others
· Plan and implement student and academic staff surveys.
· Ad-hoc tasks assigned by Student and Academic Services Manager (Academic Affairs).
SELECTION CRITERIA:
Essential:
- A diploma (or equivalent).
- Excellent communication (both verbal and written) and interpersonal skills.
- Proven ability to meet deadlines and work with minimum supervision.
- Well-developed time management and organizational skills.
- High levels of initiative and problem-solving skills.
Desirable:
- Experience in academic administration and/or programmes management, preferably in higher education.
- Experience in working with international students.
- Ability to adapt in a dynamic and past paced environment.
