Key Responsibilities
- Act as first point of contact in the Academic Office for students, staff and visitors;
- Respond to in-person, telephone and email enquiries, interpreting college and university regulations as appropriate;
- Respond to student requests for replacement University cards; order cards, distribute cards to students;
- Preparation for and administration of Collections (termly college exams)
- Process undergraduate coursework Extension requests, Late Submission excusal waivers and Mitigating Circumstances applications;
- Research and prepare student academic transcripts (to be signed off by the Academic Registrar);
- Provide administrative support to Academic Office-organised social events for graduates and undergraduates as required;
- Produce data, as required, from the Student Records System, eVision;
- Assist the Academic Registrar in the awarding of undergraduate scholarships/exhibitions and College awards;
- Check international student attendance for visa monitoring purposes;
- Send out the termly request for tutorial feedback from Undergraduate students, and collate and manage feedback reporting to tutors;
- Process undergraduate changes of status eg Return from Suspension, and circulate updates about these changes;
- Provide email updates/distribute circulars to students.
- Approve and process termly tutorial reports on the central Teaching Management System, TMS.
- Support academic staff with queries about access to and use of TMS
- Provide prompt administrative support to Fellows and other academic staff (examples of this include setting up ad hoc exam sessions, providing lists of student email addresses, retrieving TMS or GSR reports on a particular student for a tutor to review)
- Provide organisational and logistical support to the Senior Tutor and HR personnel on academic appointment processes, in particular the logistics and arrangements for shortlisting, interviews, and post-interview follow-up;
- Respond to routine enquiries from current and former students.
- Set up files for new students and archive old files according to the College’s archive policy.
- Order stationery for the Academic Office, including materials for Collections and Admissions.
- Prepare letters and emails as required including, bank letters, confirmation of status letters, visa letters, and employer verification forms for current and former students.
- Process student requests for signed/stamped enrolment forms
- Monitor the Academic Office shared email inbox.
- Provide email updates/distribute circulars to operational colleagues.
- Other duties as required and as appropriate to the role
Skills, Knowledge and Expertise
- A good standard of Education, at least to A level (or equivalent) and preferably degree level.
- Administrative experience involving computer-based records, preferably in a related field.
- A high standard of IT literacy including familiarity with Microsoft office, particularly Word and Excel required; training will be provided on University specific platforms (eVision, TMS, Inspera) as necessary.
- A good standard of both written and spoken English.
- Good organisational skills, the ability to prioritise and to keep track of multiple tasks
- Good attention to detail
- Ability to format documents, emails and letters, and to conduct mail merges
- Ability to manage and manipulate data in Excel
- Good judgement about when to use initiative and when to consult
- Ability to deal with pressure and ability to deal with unexpected events
- Excellent interpersonal skills
- Excellent communications skills, including both written and spoken English
- Discretion and the ability to maintain confidentiality
- The ability to deal effectively with people at all levels
- The ability to work co-operatively with a helpful ‘can do’ attitude
- Knowledge of the UK higher education system preferred
Benefits
To apply for this position, please press the 'Apply Now' button and submit a covering letter explaining why you are suitable for this role and your CV in one single document in the 'resume' section.
About LMH
Application Deadline
June 07, 2024
Department
Academic Office
Employment Type
Full Time
Location
Oxford
Workplace type
Onsite
Compensation
£25,000 - £28,000 / year