POSITION DESCRIPTION Scholarships Administrator Student Administration April 2016
POSITION DESCRIPTION Scholarships Administrator Context Lincoln University is New Zealand s specialist, land-based University with a proud tradition as New Zealand s third oldest tertiary institution, founded in 1878 as a School of Agriculture. Today it is a research-led institution with an emphasis on land-based disciplines and their associated industries - agriculture, horticulture, viticulture, bio-technology, environmental science, environmental management, tourism, landscape architecture, sport & recreation and commerce. Lincoln University has three (3) Academic Faculties, two (2) Research Centres, two (2) Divisions and sixteen (16) Corporate Service Units, and draws its students from throughout New Zealand and from over 60 countries. The University has a student roll of around 3,500 and approximately 700 staff. Lincoln University is an EEO employer and actively seeks to meet its obligations under the Treaty of Waitangi. Student Administration is responsible for providing a professional, high quality service to prospective and existing students. Its administrative duties include most facets of student admissions, enrolment, examinations, timetabling, scholarships and graduation. Student Administration is also responsible for student record data integrity, operational and compliance reporting, academic requirements, the student management system and general support to academic committees. This position is located in a team responsible for administering scholarships, graduation, exams, student records and timetabling. This team is highly motivated to provide excellent services to both domestic and international students. Purpose The position is based within the Scholarships, Records and Graduation team of Student Administration and is primarily focused on providing a professional interface for students, staff and customers relating to the administration requirements of scholarships, exams and graduation. This position has Postgraduate and Ministry of Foreign Affairs and Trade (MFAT) scholarships in the portfolio. Meticulous, efficient and energetic administration of these scholarships ensures a smooth transition for students to University study and the development and maintenance of the cultural vibrancy of Lincoln University. Key Outputs Administration and Customer Service Provide a professional and friendly reception and information service to students, staff and visitors. Provide support for the Scholarships, Records and Graduation team as required and in response to workflows, specifically: o Communicating by phone, email and letter as required and keeping CRM up to date o Monitoring progress of MFAT students both new and existing o Assisting students to enrol Key Performance Indicators Administration and Customer Service Communicating timely and correct information to stakeholders and students to ensure seamless admission and scholarship processing. Deadlines associated with the key tasks are met. The administration of scholarships is carried out in an effective and efficient manner and meets agreed standards. A broad, basic knowledge of admission and enrolment rules and regulations is understood. A broad knowledge of the university, staff and roles is attained. 2
o o Respond to queries at the front desk and by email from assigned shared mailboxes Prepare student files and assist with filing tasks Input data into the student management system, completing allocated tasks as directed by the Team Leader. Contribute to discussion at meetings Take part in training sessions or workshops Become familiar with all legal and University requirements in respect of the administration and management of all university records Refer issues to appropriate experts Other tasks to support the goals of Student Administration, as directed by the Team Leader. Issues are referred appropriately. Filing tasks are cleared promptly. Email and phone enquiries are dealt with in agreed timeframes. Data is input into the student management system promptly and with accuracy. Correspondence is professional and clear. Documentation is stored appropriately and is readily located by all staff. Deadlines are met for key tasks. All legal and University requirements are complied with in respect of the administration Record Management Complies with all legal and University requirements in respect of the administration All legal and University requirements are complied with in respect of the administration Health & Safety Becomes familiar, and comply, with all H&S policies and procedures. Complies with all Lincoln University legislative requirements in respect of occupational H&S. Reports any hazard that has come to your attention. Wears protective clothing/apparatus as required. All Lincoln University H&S policies and procedures are complied with. All Lincoln University legislative requirements in respect of occupational health and safety are complied with. The employer is notified of any hazard that has come to the employee s attention in the course of their employment. Protective clothing/apparatus are used where procedures or common sense would warrant this. Treaty of Waitangi Support the University to meet its obligations under the Treaty of Waitangi. Demonstrates, and encourages others to demonstrate, support for the University s commitment to the Treaty of Waitangi. 3
Staff Supervised The Scholarships Administrator is not responsible for the supervision of staff. Key Relationships The Scholarships Administrator is expected to establish effective working relationships with all staff in Student Administration and Student Finance. A broad knowledge of university staff and roles will be acquired to function effectively. Accountability The Scholarships Administrator is responsible through their Team Leader to the Student Administration Director, for the efficient discharge of their duties. Person Specification Qualifications Although not essential, the following is desirable A tertiary qualification Ability to converse in a second language Experience Discretion in maintaining confidentiality of staff and student information is essential. Recent successful experience in an administrative position is desirable. Excellent oral and written communication skills is expected. Experience interpreting and administering rules and regulations is helpful. Technical Confident user of Microsoft Word, Excel and email is expected. An appreciation of the Privacy Act 1993 and the Code of Practice for the Pastoral Care of International Students is desirable. Personal Attributes Has evidence of time management skill, working to deadlines, achieving goals with minimal stress and remaining calm when under pressure. Demonstrates an excellent customer focus by being polite, courteous, understanding student issues and responding appropriately. Interacts comfortably and respectfully with people from different backgrounds and cultures. Works collaboratively, shares knowledge and supports colleagues. Communicates clearly. Pays attention to detail and enjoys a challenge. Demonstrates initiative, motivation and proactively resolves issues. Welcomes feedback and acts on it. Enjoys celebrating success ours and our students. Shares our passion for learning. Achieves a work/life balance. 4
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