Monash Abroad Manager

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1 Monash Abroad Manager Employer School/ Unit Monash University Malaysia External Relations, Development and Alumni Level/ Classification HEW 7 Employment type Full time (1.0) Work location Malaysia Date document created or updated 06/04/2016 Organisational context Monash University is Australia s largest university, with five local campuses throughout Victoria, as well as two international campuses Malaysia and South Africa and international centres in the People s Republic of China, Italy and India. A unique alliance with the University of Warwick (UK) sits alongside an array of international collaborations with leading universities and corporations around the world, expanding the University s global network. Monash University Malaysia provides a distinctive international experience, with excellence in teaching and research. It engages with Malaysian and regional societies to improve the human condition. The campus is a dynamic community of scholars comprising staff and students, supported by collegial processes and comprehensive first-class infrastructure, and aspiring to intellectual achievement of the highest order. It continues to grow rapidly, and currently has more than 6,400 students and 770 staff. Monash Malaysia is a registered private higher education institution in Malaysia. It employs all staff of the campus, and consequently line management is via the campus President and Pro Vice-Chancellor, who is also Chief Executive of the campus company. For further information see: This position is located in the Monash Abroad Office within the External Relations, Development and Alumni (ERDA) Department. The primary purpose of the Monash Abroad Office is to implement the international student mobility components of the Monash Mobility Framework, and support the provision of an international experience for Monash students during their undergraduate or postgraduate coursework degrees. The Monash Abroad Office develops, promotes and manages Inter-Campus Exchanges to and from Monash s campuses in Australia and South Africa, centre in Prato, and the Exchange and Study Abroad Programs for both outgoing and incoming students.

2 The Monash Abroad Office: Drives the mobility agenda consistent with the Campus Operational Plan and Monash Mobility Framework Works closely with other Monash campuses and centres in the exchange of students Recruits Monash students and students of partner institutions to the Programs Informs, advises, and supports both outgoing and incoming students participating in these Programs Advises and supports academic and administrative faculty staff regarding Monash Abroad Programs Further information on student mobility at Monash University is available at Position purpose The Manager, Monash Abroad reports directly to the Director of External Relations, Development and Alumni and is responsible for operational day-to-day activities. Primary responsibilities of this position are to: promote all programs for which it is responsible; recruit Monash students and students of partner institutions to the programs; inform, advise, and support both outgoing and incoming students participating in these programs; advise and support academic and administrative faculty staff regarding Monash Abroad programs; provide specialist advice to Monash students on accessing the Monash Abroad Program; coordinate access to the University for incoming study abroad and exchange students; play a major role in the administration of the programs in consultation with Monash Australia and Monash South Africa; lead the marketing and promotion of both the Monash Abroad Program and the Monash Study Abroad Program for the campus; nurture relations with the university s exchange and study abroad partners, and other relevant external stakeholders; provide high-level advice to the Director of External Relations, Development and Alumni;

3 regularly advice senior management of the development of Monash Abroad programs with identification of risks and potential threats to its viability and student experience; and lead all campus communication with Monash Abroad in Australia. Reporting line: The position reports to the Director of External Relations, Development & Alumni Supervisory responsibilities: 1 Financial delegation and/or budget responsibilities: Yes Key result areas and responsibility Key Result Area 1: Lead, manage, communicate and meet the responsibilities with a clear strategic view of the unit s functions in the specific context of the Campus Operational Plan Promote the Monash Abroad goals to create a sense of excitement and commitment amongst both students and academics across the campus. Promote Monash Abroad international education programs at Monash University Malaysia, other Monash campuses, and the campuses of partner universities. Develop an annual plan of activities and strategies targeting potential students from other Monash University campuses and partner Universities abroad. Deliver information in a variety of formats to prospective abroad students and their parents. This could include addressing assemblies, classrooms of students, parents, teachers, agents, students at other universities and other groups of prospective students as necessary. Tailor presentation content and delivery style in order to best communicate with the audience. Liaise with key Monash stakeholders regarding course and admissions information. Advise potential abroad students on programs available and eligibility criteria and assist students with the application process. Lead the relationship management with partner universities and identify future partners for the campus so Monash Malaysia can have exchange agreements of its own. Act as the main contact point for study abroad issues and students and for Monash Malaysia. Key Result Area 2: Operate according to the campus statement Comparability of Academic Support Work with intercampus partners at Monash University Australia (MUA) and Monash South Africa (MSA) to ensure streamlined processes for students undertaking intercampus exchange. Key Result Area 3: Report professionally on key responsibilities and activities, and on the quality of those activities, in relation to the unit s responsibilities Ensure Monash Abroad targets for the campus are met, including a fair balance of inbound and outbound students. Achieve a high level of client follow-up with the use of the Client Relationship Management System (CRM) and in other databases as required. Update and maintain detailed records of activities in the CRM and in other databases as required. Source and analyse key statistics regarding applications and enrolments of abroad students Provide reports including analysis and recommendations on the Abroad program at the conclusion of each intake. Provide summary records to areas of the University as requested. Develop instruments for gathering feedback from students who participate in student mobility programs that inform future promotional activities. Monitor and evaluate competitor activity in student mobility and benchmark the campus performance against competitors. 3

4 Key Result Area 4: Prepare budget submissions, and operate effectively against its budget allocation, with monthly reviews of the unit s budget Provide reports on potential threats, risks and opportunities to senior management and ensure that they are acted upon in a timely manner. Prepare a budget submission annually with a review of the effectiveness of the past year s budget. Review and report on success of Monash Travel Grants and provide recommendations for future campus investment. Monitor the cost-effectiveness of all activities that relate to student mobility. Key Result Area 5: Manage successfully through the systematic development and following of policies, procedures and business rules and without routinely referring matters to senior management Provide timely written and verbal advice to clients with a strong focus on customer service and accuracy in terms of information Communicate complex Monash University admissions and policies and procedures to the relevant groups of prospective students and Universities. Deliver a streamlined and user-friendly application, nomination and enrolment process in conjunction with advice from Monash Abroad. Key Result Area 6: Maintain an effective and accurate website Ensure that the Monash Abroad website is always up-to-date with relevant, accurate and timely information for both prospective and current exchange students. Key Result Area 7: Effectively and efficiently manage the unit s resources Ensure that the Monash Abroad experience at Monash Malaysia is well represented in all relevant marketing collateral. Plan, implement and evaluate targeted Monash University events and marketing materials to attract study abroad applications. Events may include seminars, on-campus events and specific events tailored for priority groups. Coordinate and assist with event/activities in promoting a particular School and/or Campus at Monash Malaysia to study abroad students. Key Result Area 8: Cooperate effectively with schools and other units of the campus, and with the relevant units in Australia Follow up on leads or advice from Schools and other areas of the University (such as Offshore Student Recruitment and Monash Abroad) in regard to abroad students. Provide details to Schools in regard to details of incoming and outgoing students. Provide details of incoming and outgoing students to Monash Abroad in a timely fashion. Liaise with Schools to provide advice and recommendations regarding study abroad promotion to prospective students Facilitate appropriate School and other departmental involvement in these recruitment campaigns Liaise with the student support areas of Monash University across all campuses to ensure they are informed and can provide support to the outgoing and incoming students of Monash University Malaysia To communicate with that School on all marketing and enrolment related matters that involve abroad students. Such as marketing activities, admission requirements, new procedures, provide market insights on clients/ prospective student s needs and market trends

5 Work with schools to promote smooth processes for students looking to undertake mobility programs. Key Result Area 9: Accept delegations and responsibilities as allocated by the President and Pro Vice- Chancellor Accept as requested by the President and Pro Vice-Chancellor. Key Result Area 10: Demonstrate high levels of engagement, participation and commitment for change and development programs initiated by the Director of External Relations, Development and Alumni High levels of engagement, participation and commitment for change and development programs initiated by the Director of External Relations, Development and Alumni, at all times. Other duties: Undertake other specific and/or related tasks, roles and duties as assigned, from time-to- time by the Director - External Relations,.Development and Alumni. Key selection criteria Essential: 1. Tertiary qualification with subsequent relevant experience, preferably in the higher education sector, or an equivalent alternate combination of relevant knowledge. 2. Strong oral and written communication skills with a friendly and engaging telephone manner, including the ability to demonstrate confidence and professionalism. 3. Ability to work under pressure in a busy environment and juggle competing demands simultaneously along with excellent organisational skills to ensure delivery of targets and agreed outcomes 4. Well-developed problem solving skills and understanding of when to pass a complex matter to the next level 5. Proven ability to work effectively in a team and commitment to behaving in a manner that fosters a positive team environment 6. High degree of accuracy and attention to detail with the ability to use initiative and think laterally to solve problems. 7. Excellent computer skills with demonstrable experience in current business software applications Desirable: Experience living, studying, or travelling overseas. Knowledge of contemporary issues in Exchange and Study Abroad opportunities. Awareness of the role internationalised education plays in the tertiary education sector. Other job related information 1. This position may involve some out of hours work and/or occasional overseas travel. 2. Taking of annual leave during the peak admission intake periods is limited, and any request for leave is to be negotiated with your superior. This arrangement is managed on a roster basis to ensure that the University has adequate coverage for core activities over peak intake periods. 3. Broader supporting work involving the External Relations, Development and Alumni portfolio is required periodically.

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